Organizing Messages Using Folders

You can create folders to organize and store your messages. Usually, you create folders under the Cabinet folder, but you can also create folders at the same level as your Mailbox and other system folders. You can organize folders in the Cabinet the same way you organize directories or folders on a Windows, Linux, or Mac workstation.

The folders you create fall into five categories: personal folders, shared folders, find results folders, IMAP folders, and NNTP folders.

You create personal folders for your own private use. Use them to organize your messages and documents into separate groups. For example, you can create folders for information pertaining to certain projects, for specific message types, or for messages from certain individuals.

You can also create shared folders containing messages that can be viewed by other users. A shared folder's creator determines the access rights to the folder. For example, when you create a shared folder, you can decide who is permitted to read the messages in the folder, who can add messages to that folder, and so forth.

Find results folders are used to display a fresh listing of items that are the results of a Find session. For example, a High Priority Items folder can do a fresh search of your entire mailbox for messages that have a priority of high. Each time you click this folder, the search is performed again, so the listing is updated. The Find tool is covered in "Finding Messages," later in this chapter.

NOTE

The Sent Items and Checklist folders are system folders and cannot be deleted.

IMAP folders are used when accessing an IMAP mail account on the Internet with the GroupWise client. Enabling this feature is discussed in Chapter 8, "Advanced Features."

NNTP folders are used to store messages received from Internet newsgroups. Setting up NNTP access with the GroupWise client is also discussed in Chapter 8.

Creating Folders

GroupWise folders work the same way as the subdirectory structure of your computer's hard drive. When you open GroupWise 7, you may choose to display the folder list as a simple list, which shows any of your folders that exist under the cabinet; or the full list, which shows all your folders including the system folders of sent items, contacts, work in progress, trash, and so on. Your name should automatically appear on the top-level folder (your home folder). In addition to your home folder, nine default GroupWise folders exist: Mailbox, Sent Items, Calendar, Contacts, Documents, Checklist, Work In Progress, Cabinet, and Trash.

You can add new folders under your home folder, in the Cabinet, in the Documents folder, and in the Work In Progress folder. You cannot create subfolders under any find results folder (such as Sent Items or Checklist) or under the Contacts, Calendar, Trash, or Mailbox folders. We recommend that you store most of your GroupWise messages in Cabinet folders. You can organize the folders and subfolders in your Cabinet any way you like.

NOTE

In GroupWise, folder names can include punctuation and spaces.

Figure 5.1 shows some typical folders. A button with a plus sign to the left of a folder indicates that the folder contains hidden subfolders. A button with a minus sign to the left of a folder means that the folder has been expanded to show all its subfolders. Click a + or button to show or hide the substructure beneath a particular folder.

Figure 5.1. You can create folders to help organize messages.

To create a folder, follow these steps:

1.	If you want to create a folder that extends directly from the Cabinet folder, highlight the Cabinet folder. (If you want to create a subfolder under another folder, select the folder under which you want to create the subfolder.) You can also highlight the Work In Progress folder to create subfolders underneath it.
2.	Click the Nav Bar Options drop-down arrow. Then choose File, New, Folder. TIP Alternatively, you can right-click the folder and choose New Folder from the QuickMenu.
3.	Select the type of folder you want to create from the listPersonal, Shared, or Find Resultsand then click Next. IMAP and NNTP folders are discussed in Chapter 8.
4.	Enter a folder name that describes the folder. You can use the Position area and the buttons at the right of the dialog box (Down, Left, and so on) to adjust the placement of the folder, as shown in Figure 5.2. Figure 5.2. You can enter a lengthy description of new folders as they are created. If you want to move a folder later, simply click it from the main screen and drag it to where you want it.
5.	Click Next to continue creating the folder. You see the settings dialog box, as shown in Figure 5.3. Figure 5.3. Folders can be highly customized using the options in this dialog box.
6.	You can change the description, item source and type, default view and sort, and column information for the folder. After you have personalized these choices, you can save them by clicking the Save As button and naming the folder configuration. Clicking the More Display Settings button allows you to further customize how the contents of the folder are displayed. TIP You can choose from a list of predefined folder settings in the Setting Name drop-down list.
7.	If you are creating a personal folder, click Finish to create the folder. (Shared folders are discussed in the next section.)
8.	If you are creating a find results folder, you see the Find dialog box, as discussed later in this chapter. Enter the Find criteria and click Finish to create the find results folder.

After you create folders, you can change the settings later by editing the properties of the folder. Highlight the folder, click the right mouse button, and choose Properties.

NOTE

We explain more about how to customize the Cabinet and its folders in Chapter 11, "Customizing GroupWise."

Sharing Folders

When you create a folder in GroupWise 7, you can easily share it (and its contents) with other people in your system. This feature, called shared folders, is an excellent way to manage information that pertains to many people. For example, you may need to create a shared folder to share information within a workgroup of users. When you share the folder, each user can view the contents of the shared folder.

As mentioned before, the creator of the shared folder controls access to it. In the workgroup example, a few key people might receive Add privileges (to add messages to the folder), and everyone else would be given Read privileges. Table 5.1 explains the different kinds of access privileges.

Table 5.1. Shared Folder Access Privileges

ACCESS PRIVILEGE	DESCRIPTION
Read	View and read messages in a folder
Add	Add messages to a folder
Edit	Modify items in a folder
Delete	Delete items from a folder

To share a folder, follow these steps:

1.	Highlight the folder you would like to share. (If you select a folder that has subordinate folders, only the selected folder is shared, not the folders underneath it.)
2.	Choose File, Sharing. The Sharing tab opens, and the Not Shared option is highlighted. Alternatively, right-click and choose Sharing from the QuickMenu. TIP When you create a new folder, you can choose Shared Folder as the type of folder you want to create.
3.	Select Shared With and enter the names of the users you would like to share the folder with, or click the Browse button next to the Users field to open the Address Selector. If you open the Address Selector, double-click the users or groups you want to share this folder with. (Choosing a group means sharing with all members of the group. You can set the permissions for each person, as described next.) Click OK.
4.	From the Sharing properties page, highlight a user from the list (or select multiple users by either Shift+clicking or Ctrl+clicking) and choose the access privileges you want that person to have. All users added to the Sharing list receive Read access by default. (Add allows users to place items in the folder, Edit enables users to change the items in the folder, and Delete enables users to erase items from the folder.) TIP If a user has Delete rights and deletes mail from a shared folder, the item will be removed from all users' view of the shared folder.
5.	Click OK.
6.	The Shared Folder Notification screen appears. All new participants are displayed, and a mini message screen appears. Fill in the Subject line, enter a short message, and click OK.

Your Shared Folder Notification message automatically is sent to the participants, informing them about their access to the shared folder. The people you shared the folder with receive a Shared Folder Notification message in their mailbox. Each recipient needs to install the shared folder. To do this, follow these steps:

1.	Double-click the Shared Folder Notification message in your Mailbox folder. You see the Install Shared Folder Wizard start (see Figure 5.4). Figure 5.4. Recipients of a shared folder receive this notification to install the folder.
2.	Read the summary information and note the rights that you have been granted to this shared folder. Click Next.
3.	The Install Shared Folder Wizard lets you name the folder whatever you would like and place it in your individual structure of folders wherever you would like. Use the Up, Down, Right, and Left buttons to move the folder. Click Finish to install the shared folder.

TIP

When you are the recipient of a shared folder, it is represented with a red person on the right side of the folder. If you share a folder (so you are the owner), it is represented with a blue person on the left side of the folder.

You can use shared folders to move mail from one user to another. This capability would be useful for directly exchanging a large group of messages, rather than forwarding them individually. Following are the steps involved (for this example, we define the source user as the one whose mail is to be moved and the target user as the user who is to become the new "owner" of that mail):

1.	The source user shares a folder (or folders) containing the mail to be moved. The target user is added to the access list and granted all rights.
2.	The target user accepts the shared folder or folders.
3.	The target user drags all items from these shared folders to other folders in his or her own mailbox.
4.	After waiting for the move-to-folder operation to complete (usually just a minute or two), the target user deletes the shared folders.
5.	The source user may now delete the shared folders. Note that when the source user looks in these folders (before deleting them), all the items in them are gone.

The items would be gone from the source user's folders because the recipient moved them out of the shared folder. This equates to deleting the messages from the shared folder. This procedure allows you to easily transfer messages to a different user. The messages retain their original formatting and information as if you had forwarded them, and they're still listed as coming from the original sender.

Deleting Folders

To delete a folder, follow these steps:

1.	Select the folder to be deleted.
2.	Choose Edit, Delete. (Alternatively, you can right-click the folder and choose Delete from the QuickMenu or simply press the Delete key on the keyboard.) A summary of the messages in the folder appears, as shown in Figure 5.5. Figure 5.5. When you delete a folder, you see a summary of its contents.
3.	Choose whether to delete only the messages or both the folder and its messages.
4.	Click OK.

When you delete a folder, you see exactly what the contents of the folder contain. You can also use this technique to delete all items in a folder without deleting the folder itself. If you are deleting a lot of items, completing the deletion process may take a few minutes.

Renaming Folders

To rename a folder, follow these steps:

1.	Select the folder to be renamed, right-click it, and then choose Rename from the QuickMenu.
2.	Edit the folder name and press Enter.

TIP

You can use the Folders option under the Edit menu to determine which folder opens in the main GroupWise screen when you start GroupWise. This allows you to see your calendar by default when you launch the client, for example, rather than the mailbox. You can also use this dialog box, as shown in Figure 5.6, to move folders up or down in the listing of folders, create new folders, and rename folders.

Figure 5.6. The Folders dialog box provides an alternative method of managing your folders.

NOTE

You can sort the folder list manually using the Folder Manager, or you can click the folder you want to move and drag it to its destination.