Addressing Messages with the Address Book

You can use the Address Book to initiate GroupWise messages to others. (Usually, you initiate messages from the GroupWise client and use the Address Selector to address the message, which is explained later in this chapter.)

To initiate a GroupWise message from the Address Book, highlight the user or users in the membership list and click the Action button on the Toolbar to launch a preaddressed email message. Alternatively, you can click the down arrow next to the Action button to select a different message type.

Managing Groups

A GroupWise group (also known as a distribution list in previous versions of GroupWise) is a list of users to whom you can send messages. Two group types exist: public groups and personal groups.

A public group is a list of users defined by the system administrator for convenient message addressing. All GroupWise users have access to the system's public groups, unless the system administrator has limited access to particular public groups. An example of a public group may be that your system administrator creates a group called Sales that includes all members of the sales organization. Public groups are located in the system address book.

GroupWise 7 introduces the ability for you to manage and update public groups in the system address book. The GroupWise administrator creates the group initially and then defines a user or users as a group administrator for this group. As the group administrator, you can then add or remove users from this system group from within your GroupWise client. These updates are then applied to the public group and replicated through the GroupWise system for other users to see. To perform this task, open the Address Book or the Address Book Selector, locate the system group that you have rights to (as enabled by the GroupWise administrator) and go to the Details of the group. To add a user or users to the system group, click the Add button and then select the user or users from the list of users in the system. To remove a user or users, select one or more users and click Remove. Figure 4.6 shows the interface for modifying a system group.

Figure 4.6. Managing system groups from within the GroupWise system address book.

A personal group is a list of users you create to automate message addressing. For example, you can create personal groups that include the members of each project you work on. (Personal groups are displayed only in personal address books. They are not displayed in the system address book.)

Groups are listed in the Address Book along with individual users. They are distinguished from users by a group icon, as shown in Figure 4.7.

Figure 4.7. Groups in the Address Book are represented by a special group icon.

Notice in Figure 4.7 that you can expand the address book in the left pane to reveal all the groups available. If you highlight one of the groups in the left pane, the group members are displayed in the membership area.

Addressing Messages to Groups

To address a message to a group from within the Address Book, follow these steps:

1.	Open the Address Book.
2.	Highlight the group in the membership list (right pane).
3.	Click the Action button on the Toolbar, or click the down arrow next to the Action button and select a message type.

To search for groups, simply begin typing the group's name in the Look For field. When GroupWise finds the group you want, it will complete the name and you can stop typing. This feature, known as Name Completion, is available in several areas of GroupWise, including the To line when you are composing a message.

If you want to send a message to most, but not all, group members, expand the address book listing in the left pane and highlight the group. Then Ctrl+click to select individuals in the group (in the right pane) and click the Action button.

Creating Personal Groups

You can create personal groups that appear in your personal address book or in your Frequent Contacts address book. To create a personal group, follow these steps:

1.	Right-click your personal address book or your Frequent Contacts address book in the left pane and then select New Group. Enter a name for the group.
2.	Click the address book that contains the users you want to add to this group (most likely the Novell GroupWise address book).
3.	Locate the first user you want in the group and then click and drag that user into your new group. Repeat with all additional users.

You can include users from different address books in one group.