Addressing email
Emailing from GroupWise
To ensure you have the correct addressee you must make sure that the name that appears in the To field, and in the yellow box that appears underneath when the field is completed, is correct.
Remember that the GroupWise Address Book contains names of users throughout Cardiff University not just the people in your own department.
If the name autocompleted in the To box is incorrect you can use the downward cursor key to scroll through the list of matching names. If there are identical names in the GroupWise directory, a pop up box will appear giving the department and details of both names so that you can double-check your choice.
If you frequently mail someone with a common name (Morgan, Evans, Williams, etc), copy them from the GroupWise Address Book to one of your personal books (right-click on them in the GroupWise Address Book, select Copy To and select the address book in which you want them to appear). Make sure that GroupWise searches this address book when auto-completing by going to the Address Book and from the File menu, select Name Completion Search Order. Use the Add button to put your personal book in the Selected books list on the right. You may have to restart GroupWise for this to take effect.
If you are emailing another GroupWise user then always use the GroupWise address given for them in the GroupWise Address Book. Simply using mailname@Cardiff.ac.uk will lose any functionality within the sent item e.g. appointments.
To narrow down the GroupWise Address Book you can Define a Custom Filter; this will only display, and autocomplete, from a selected group of addresses. To set up a filter, open the Address Book and select View, Define Custom Filter. The Building a Filter dialogue box will appear, select the Find entries where ... category Department, then click on the |-> button and select an operator from the list, in this example, Begins With. Fill in the last field with the text you want to the filter to find and select End using the last button, for example, Department begins with Staff in Optometry. This will display only staff whose department details start Staff in Optometry. You can add to your filter by using the options listed when you click on the End button, select an option and complete the extra fields.
To further ensure correct addressing we strongly recommend that you do not add Frequent Contacts to the Name Completion Search Order in the address book as this can present an incorrect mailname or a wrong address.