Web Access

Web Access

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GroupWise 5.X Web Access

Web Access is a system that gives a GroupWise user a new avenue to access their GroupWise email...the World Wide Web. With Web Access any Web browser conforming to the 1.1 Web specification can access your email from anywhere in the world. It makes a viable replacement for remote mail for most functions and has the advantage of being accessible in places where you may not bring your own laptop.

For Starters

To use Web Access you'll need a Web Browser such as Netscape or Internet Explorer. Others will work as long as they conform to the 1.1 specifictions. You'll also need a connection to the Web, meaning a dialup connection through an Internet Service Provider (ISP) or through a company or school connection. You'll often find these connections available at conventions and seminars.

Before you start to use Web Access you'll need to set a password on your GroupWise mail account. This provides security so that others can't access your email through the Web. If you already have one set for GroupWise Remote or just for security within your office you won't need to set it again. When you set your password be certain that you remember how you typed it. GroupWise is case sensitive when comparing passwords. If you entered it in upper case when you set it you must use upper case when you're prompted to enter it in Web Access. Likewise for lower case.

Making the Connection

From your Web browser, set the URL to http://gw5.dcccd.edu .  One of two things may happen.  The most likely is that you'll briefly see a screen with the text "Click here for GroupWise."  This should quickly change to the GroupWise WebAccess login screen.  The other possibility is that your browser isn't capable of jumping to the login screen.  In this instance you'll need to click on the "Click here for GroupWise" to proceed.

wpe3.jpg (23915 bytes)

The login screen will have two fields that need to be entered and three buttons. Click on the field marked "Name" and enter your GroupWise account ID. This is generally the three letter, four digit account that you use to log into the network. Click on the Password field and enter the password you set on your GroupWise email. Remember it's case sensitive.  If you're using a Java enhanced browser, make sure the "Java-enhanced GroupWise WebAccess"  button is marked.  Click on the Login button. If the password is acceptable you'll see a screen that provides you with several GroupWise options.

 

The Screen

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The screen will look similar to what is above, a row of buttons for changing between functions and two frames, one with the list of your folders and the other with a list of your messages, the most recent first.

wpe13.jpg (1216 bytes) List messages in your main mailbox
wpe14.jpg (1378 bytes) Not currently supported by DCCCD
wpe12.jpg (1199 bytes) Look up the address of users in GroupWise
wpe15.jpg (1218 bytes) Provides the user with help using WebAccess
wpe17.jpg (1344 bytes) Exit WebAccess
wpe18.jpg (1198 bytes) Create and send a new message
wpe19.jpg (1292 bytes) Set a new appointment
wpe1C.jpg (1293 bytes) Create a new task
wpe1B.jpg (1200 bytes) Sign off from Web Access

This document will not be extremely detailed regarding the operation of each of these functions as they're relatively intuitive to anyone who is familiar with GroupWise.

Limitations

Due to the nature of the program there are some limitations.

Folders: There is a limit to the maximum number of folder names that can be displayed.
Address List: Due to the size of the address list and the time it would take to transfer it across a modem line, addresses are looked up using wild cards rather than choosing from a list. Examples of wild cards are displayed on the address book page.
Multiple Messages: Messages can only be deleted or moved individually. They cannot be marked and moved/deleted as a single operation.
Deleted Messages: Deleted messages (trash) can't be accessed through Web Access. Once a message has been deleted you can only recover it from your master mailbox on-site.
Attachments: Limit of three attachments per message.
Time: Failure to access a new screen within 30 minutes will cause your session to expire.

The Specifics

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Each screen will have a row of icons at the top that let you move to other screens. The following summarizes some of the screens.

At any time you want to leave Web Access you can click on the Exit icon. As a security measure, when you leave your browser unattended for a period of time, your login becomes invalid and you'll be asked to re-enter your login information.

Mailbox: Initially your inbox will display the last 25 messages you've received in your inbox.   You can increase or decrease this number by scrolling to the bottom of  the screen and resetting the number in the dropdown box.

Clicking on the subject of a message changes the screen to the message itself.  Each message can be replied to, forwarded, deleted, moved or closed while in the message.  You can also advance to the next message or regress to the previous message.  You can delete or move messages one at a time from the main listing by clicking on the appropriate link to the right of each message.

At the bottom of the page (you'll probably need to scroll down to see it) is a button that calls up the next 25 messages. Next to it is a box with a "down arrow" which, when clicked, lets you select the number of message headers you want to display on subsequent requests for headers.

Send: The Send screen is where may enter  a mail message. You have input boxes for entering the To:, CC:, and BC: information Fill in the fields as necessary, enter your message in the Message Text box then press the Send button above the message to ship it off. You can use the tab key to move between fields and buttons but you must click on buttons to activate them.  You can use the buttons below the message to change the nature of the function you want to perform.

You can also add up to three attachments using the browse button on each attachment input box.
Address Book: The Address Book screen will have input fields for first and last name. If you know the full name, type it in. If you use wild cards to do a lookup you'll see a series of entries for each user that matches the pattern. Each will have a button for accepting that individual. Click the button to return to the Send page. The individual's ID will be in the appropriate field. You can change the address book you're using by clicking the dropdown arrow by the input box titled "Book:" and selecting which personal book you'd like.  You can also add, remove or otherwise modify users using the available buttons.
wpe11.jpg (2623 bytes) Allows you to create new folders or remove existing ones.

 

Tips

The current timeout on Web Access is set to 30 minutes.  If, when entering a message, you exceed this time limit, your session expires and you'll be required to log back in. In order not to lose the work you've done entering the message text you can use the Windows ability to copy and paste to retain the text.  Simply highlight the text in your message window that you want to save and press Ctrl-C to copy it to the clipboard.   Then, log back into WebAccess, re-address a new message to your recipient, place your cursor in the message area and press Ctrl-V to paste the contents of the clipboard to the message window.  Now send it.

If you anticipate a rather lengthy message before you get into WebAccess you might consider using some other Windows based text editor for initially creating your message before logging into WebAccess.  You can then use the same copy and paste method to bring the message into WebAccess.

Goto Login Screen

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Questions or problems regarding this web site should be directed to tdewberry@dcccd.edu.
Last modified: Wednesday April 02, 2003.