Technology Solutions Centre

Managing Mailing Lists (Groups) in GroupWise 6.5

To create a group in GroupWise 6.5, in the main GroupWise window click File -> New -> Group.
In the window that comes up, click the "Details" tab.
In the box beside "Name:" type the name you wish to name your group.
To add users to the group, click the "Add:" button.
In the window that comes up, you can add users by double clicking their name from the address book selected on the left.
To remove users, simply click the name of the user you wish to remove and click the "Remove" button.
You can also change address books using the drop down menu at the top of the window (the box beside "Look In:").
Note: After you have added users to the Group, if you want to change them to To, CC, or BC, select their name (on the right hand side under "Selected") and click either the To, CC, or BC button.
Once you have finished with addressing, choose the address book you wish to save the group into from the drop down list (usually the book with your name).
After you are finished, click the "Ok" button on all of the windows. The Group will be saved to whichever book you chose.

If you have just finished addressing a message to several recipients, you may decide to create a group in order to easily mail them in the future.
Before you send the message, click the "Address" button (alternatively, you can select "Actions", then "Address" from the Menu bar.)
The "Address Selector" Window will open up, and you should see the addresses from the message within the "Selected" area on the right.
At this point you can add new addresses from you address books or remove addresses from the group.
Choose the address book you wish to save the group into from the "Look In" drop down list (usually the book with your name).
Click the "Save Group" Button.
Type the name of the group in the "Name" field.
After you are finished, click the "Ok" button on all of the windows. The Group will be saved to whichever book you chose.
At this point, you can send the email message if you still want to, or you can cancel it.

You have been provided or have created a text list of email addresses to which you need to mail frequently, and therefore need have in a group
The list must be in one of several formats:
- A normal text or word processor file, with each email address separated by commas or semi-colons: (i.e. fake1@fake.com,fake2@fake.com,fake3@fake.com)
- A normal text or word processor file, with each email address on its own line, with no other information other than the address.
- An excel or other spreadsheet file with all the addresses listed within the same column.
In each case the procedure is similar.
Open a new email message.
Open the file containing the list of addresses.
Select the email addresses ONLY from the document. If you know how to do this, use whatever method you prefer. If not:
- For the text/word processing files, simply click on the page somewhere, then click "Edit"-> "Select All" from the top menu. The text will be selected.
- For the spreadsheet, Click the column heading letter at the top of the column (i.e. "A" would select all of column A).
Click "Edit"->"Copy" from the top menu.
Switch to the open email you created earlier.
Click in the "To", "CC", or "BC" fields as appropriate to your needs.
Click "Edit"->"Paste"
If you have done this correctly, the email message should now have all the address listed in it.
At this point, follow the instructions for Creating a Group from an Open Email Message .

To edit a previously created Group, click "Tools" -> "Address Book".
In the window that comes up, double click on the address book to which you have saved the group in question.
On the left hand side of the window, a list of your Groups will appear below the address book.
To edit a specific Group, right click the Group name and select "Details". A window will come up showing the members of that Group.
To remove a member of the Group, click on the member name, and click the "Remove" button.
To add users to the group, click the "Add:" button.
In the window that comes up, you can add users by double clicking their name.
After you are finished editing the Group, click the "Ok" button.

Sometimes there is a need to add a new address (one not in any address books) while editing an existing group.
While in the editing window (See Editing an existing group), Select your personal address book from the "Look In" drop down list.
Click the "New Contact" button found at the bottom left of the window.
Fill in the "New Contact" form as fully as you wish (Only the "Email Address" and "Display Name" fields are required.) NOTE: in order to add an email address, you must type it into the appropriate field, then click "Add".
Click "OK" to save the new contact.
Now add the address to your group (See Editing an existing Group.)