Information Systems Office Training
GroupWise WebAccess for Medical Students

Note: Group Wise WebAccess is Standard for Medical Students

WEBACCESS FUNCTIONS:

Login:

You can access the system by going to http://hsmail.medctr.ohio-state.edu/

You will then need to enter a login name and password to login through the firewall.

The username and the password were supplied in the initial e-mail you received regarding the creation of your account.  

(NOTE: Your browser must support 128-bit encryption. 

To check your encryption level in Internet Explorer, click the Help menu, choose About Internet Explorer and note the setting under Cipher Strength.  If this value is below 128-bit, visit: http://www.microsoft.com/windows/ie/downloads/recommended/128bit/default.asp

To check your encryption level in Netscape, click the Help menu, and choose About Communicator.  If the version level is above 4.75, 128-bit encryption is supported.  If it is below that level, visit:

http://channels.netscape.com/ns/browsers/default.jsp to download a new version.) 

Then select English and press the Go button.

Then you will be prompted to login to GroupWise.

For that you will need your GroupWise user name and password which was emailed to your OSU email address.

Change Password:

Once you have logged in to GroupWise, you can change your password by selecting the Options link on the left hand side of the screen.  Then you can enter in the old and new passwords and select OK.


Reading Email:

Whether you’re reading e-mail, appointments, or tasks, reading messages is as simple as clicking your mouse to open the item. In fact, in WebAccess, everything (e-mail, tasks, appointments, and notes) is opened the same way. From the Item List, click the subject of the item. Of course, the available buttons vary depending on the item type you have open. The Java-Enhanced version displays a message box and an attachment window. Regular WebAccess displays messages as simple text.


Sending Email

Follow these simple steps:

1.      Click the Compose Icon .

2.      Type addresses in the To box. Remember to separate each address with a comma. You can also use the Address Book to find addresses.

  1. Type a subject in the Subject box.
  2. Type a message in the Message box.

  1. If you would like to add an attachment, click on .  You can then browse for the file you want to attach and then select Add.
  2. You can also Spell Check the message  by clicking .
  3. Click Send.

Search the Address Book

You can get to the Address Book in two ways.

  1. If you are in the main window, you can click on .
  2. If you are composing a message you can click on .

You will then be able to search for other users on the GroupWise system by first or last name.

 


Email Forwarding

Your GroupWise account has an external email address of Name-#@medctr.osu.edu and is different than your Name.#@osu.edu account. In order to make sure you are reading all important email that is sent to you from OSU and from the College of Medicine and Public Health, we suggest you forward your OSU account to your GroupWise account. To do this you will need to know the email address for both accounts. Then, go to http://www.oit.ohio-state.edu/tsc/mail_forwarding.html and fill out the form on that webpage.


USING THE ADDRESS BOOK
You can get to the Address Book in two ways.
1. If you are in the main window, you can click on .
2. If you are composing a message you can click on .
You will then be able to search for other users on the GroupWise system by first or last name.


GroupWise also has two personal address books which you can use to add in your own list of contacts and email addresses. You are the only person who will have access to the names in your personal address books.
The first personal address book is the Frequent Contacts address book. Every time you send a message to a different address, GroupWise will add that unique address into the Frequent Contacts address book automatically. This is helpful if you want to send an email to someone that you have sent something to in the past. You can search the Frequent Contacts address book for their name or email address.
The second personal address book has your name for its title. You can use this address book to maintain addresses of your personal contacts, friends, and family. You can then search this address book for these people.

 

Working With Folders

All folders in your Folder List are subfolders of the user folder. The user folder represents your user database, and contains all of your GroupWise information. Under the user folder you'll find things like your Sent Items folder, the Calendar folder, the Cabinet, and your Trash.
Creating a New Folder
A very useful feature of WebAccess is the ability to create folders to give you’re your mailbox more organization. You can create a new folder by:

  1. Select Add Folder on the main screen.
  2. Give the folder a name and specify where you want the folder to be shown in your list of folders.
  3. Select OK.

Moving an Item to Another Folder

In WebAccess you cannot drag items from folder to folder. Also, because of the limitations of Web browsers, to select and act on multiple items at the same time, you need to select the little check boxes next to the items. Let's move on and show you how.

  1. Select the little check box next to the items you want to move.
  2. Click Move at the top of the Item List.
  3. Click the folder you want to move the item to.
Using the Sent Items Folder

The Sent Items folder is a find results folder that displays everything you've sent from GroupWise. You can open the folder and simply view the list of items you've sent, you can check the status of sent items to see if recipients have acted on the item, and you can even retract messages you have sent.

To check the status of sent items, follow these steps,

  1. Click the Sent Items folder in the Folder List.
  2. Click any item to open it.
  3. Click Info.
In the status window, you can see exactly what the recipient has done with your message.

To retract a message you have sent, do this:

  1. Click the Sent Items folder in the Folder List.
  2. Click any item to open it.
  3. Click Delete.
  4. Click Delete from All Mailboxes.
When you retract a message, GroupWise removes it from the recipient's Mailbox. You can retract a mail or phone message as long as the recipient has not yet opened the message. You can retract an appointment, task, or note at any time.

Using the Trash Folder

The Trash Folder will show you all messages that you have deleted. From the Trash Folder, you can empty some or all of your deleted items. You can also undelete items back into the Folder they were in previously.
If you want to empty just a few items from the Trash, you can click the checkboxes next to each item and then select Empty Selected Items. If you want to empty the entire Trash, you can skip the step of checking all of the checkboxes and just select Empty Trash.

IMPORTANT:

Anything that has been emptied from the Trash cannot be recovered. Also, any item that has been in the Trash for 7 days, will automatically be emptied by the system. Make sure you only use the Trash for items that you do not and will not need.

Additional Resources:

Click on Help to gain further understanding of Groupwise.


Here are two additional links for the WebAccess User Guide for EP.

http://www.novell.com/coolsolutions/gwmag/features/a_webaccess_basics_1_gw.html

http://www.novell.com/coolsolutions/gwmag/features/a_webaccess_basics_2_gw.html

 

 

HELP DESK:
(614) 293-3861

GRAVES HALL OFFICE:
(614) 688-5635