CREATING A "SHARED" FOLDER IN GROUPWISE

You can use GroupWise to create a folder that you can share with selected others. Documents can be stored in the folder, and those documents are subsequently accessible (with controllable access options) to the specified others. (NOTE: All documents are stored in folders within the Cabinet area of GroupWise. NEVER store documents within the Documents area.) To create a shared folder in GroupWise, follow the steps below.

Log into a computer, then start GroupWise.
RIGHT-click (click the right mouse button) on the Cabinet icon in the list in the left-hand window. From the menu that appears, select (left-click) on New Folder.
In the Create Shared Folder dialog box, select Shared folder, then click the Next button at the bottom of the box..

In the next dialog box, enter a name for the new folder (in the example at the right, I've called it 9th Grade Computer Class). (You can position the folder within the list of folders using the buttons at the right of the box, but it's really not necessary.)

Then click the Next button at the bottom of the box.

 

When the box proceeds to the next step, click the Book icon, as shown to the right. Second, open the "drop down" list, and select an address book that would contain the persons with whom you want to share the new folder you are creating.

Scroll through the Address List (should be alphabetical). Whenever you find a person you want to share the new folder with, drag (hold down left mouse button while moving the mouse) the name to the Selected list, as shown.

When the list is complete, click the OK button at the bottom of the Address Selector window.

You should now see a Share list, as shown to the right. By default, all users can Read documents in the folder and Add documents to the folder. If you would like to allow users to Edit or Delete documents (or if you would like to disallow Add rights), you must select the users, then alter those rights.

To select a single user, click on the user's name in the list. To select multiple users, hold down the Ctrl key on the keyboard while clicking on subsequent user names. The fastest way to select all users is: while holding down the Ctrl key on the keyboard, press the A key on the keyboard.

Once the appropriate users are selected, set the Additional Access rights, as shown to the right.

Click the Next button when rights have been set.

The Folder Settings box should appear. Unless you know what you're doing, simply click the Finish button at the bottom of the box.

An e-mail notification will automatically be sent to those with whom you are going to share the folder. If you would like to add another message to the default notification, add it in the Message box.

Click OK to conclude.

In your GroupWise cabinet, and in the cabinets of each of the sharing participants, the folder should now be visible. Each participant will have the access rights that you have assigned them.

Once the folder is created, you and the other users can move documents into the folder and work with them according to the access rights. The Microsoft Office programs (Word, Excel, and PowerPoint) can directly save and open documents to and from the GroupWise folders. (They are referred to as "integrated applications.") To work with other types of documents is more complicated.

With any document, including the Office programs mentioned, an easy way to move them into the folder is to "drag" them from a folder on the network or your local machine, into the GroupWise folder. To do this, you must be able to "see" both the file that is located on the network and the GroupWise folder. This is possible by having the file visible in My Computer while GroupWise is also open. Drag the file from the My Computer window on to the GroupWise folder. Note that to do this, both the GroupWise window and the My Computer window must be sized to fill up only part of the computer screen.