IPFW Home
Training & Documentation Title Photo

GroupWise v. 8 Rules

Rules are created to meet a particular goal. The action is performed in association with a set of conditions. When the conditions are met, the action is triggered. All rules have the following in common:

  • You give the rule a name.
  • You select an event. The event is the trigger that starts the rule.
  • You select the type(s) of items that will be affected by the rule.
  • You add an action. The action is what you want the rule to do when it is triggered.
  • You must save the rule.



Creating Rules

  • Click Tools > Rules.
  • Click the New button.
  • Type a name in the Rule Name box.
  • Enter your criteria and the action to take.
  • Click Save when complete.
Return to Top  top

Enabling/Disabling Rules

    All rules must be enabled before they can be triggered.

  • Click Tools > Rules.
  • You will see a list of the rules that you have created. When a rule is enabled it is marked with a check, and vise versa.
  • Enable or disable any of the rules listed by checking or unchecking the box in front of it.


Moving Received Items to a Folder

  • This rule moves messages from a certain party into a specified folder.
  • Click Tools > Rules.
  • Click the New button.
  • Name the rule.
  • Under When event is, select New Item.
  • For And items are, check the box for Received.
  • Under Item types, check the box for Mail.
  • Click the Define Conditions button
  • Select the criteria for the messages. If you want to move any message from john@yahoo.com that contains the text SOAR to a folder, then make the the following selections:
    • From, contains john@yahoo.com (an email address)
    • Click the button marked "End" and select "And".
    • Subject, contains SOAR (a text string)
  • Click the Add Action button and choose Move to Folder.
  • In the Move Item to Folder Action box, you may have to click the + sign in front of the Cabinet to expand the folder list.
  • Click to place a check-mark in front of the folder of choice.
  • Click Move.
  • Make any other additions to the rule and click Save and Close.
Return to Top  top

Archiving Items Based on Date

    The rule to archive items over 30 days old is displayed below. Before you enable an archiving rule, consider the following...

  • If you write a rule to archive ALL items you could be archiving future calendar items.
  • If you archive everything, you may end up with some things that you don't want, taking up unnecessary space in your archive.
  • A more efficient method than writing a rule to archive items is to do a search once a week on items that are over 30 days old. This way, you can delete the things that are unwanted, highlight everything that is left over and archive it. This gives you more control over what is being archived and retains space for the items that are absolutely necessary.

  • Click Tools > Rules > New.
  • Type a name for the rule, something like "Archive mail items over 30 days old."
  • Under When Event Is:, select Startup (or Exit).
  • And items are: Received
  • You can check all items if you want to archive your sent items, posted messages and drafts.
  • Under Item Types, select Mail.
  • Click Define Conditions.
    1. In the first drop-down list, click Delivered.
    2. In the next drop-down list, select < Before, then in the next two boxes, enter -30 and Today
    3. In the last drop-down list, click End and click OK.
  • Click Add Action, Archive then click 'Save'.


Vacation Auto-Responder

Return to Top  top

Automatically Accepting Appointments