Novell GROUPWISE 8 - DISTRIBUTION LISTS User manual

Distribution Lists, Groups, and Organizational Roles

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Distribution Lists, Groups, and

Organizational Roles

Chapter 17, “Understanding Distribution Lists, Groups, and Organizational Roles,” on

page 277

Chapter 18, “Creating and Managing Distribution Lists,” on page 279

Chapter 19, “Using eDirectory Groups as GroupWise Distribution Lists,” on page 293

Chapter 20, “Using eDirectory Organizational Roles as GroupWise Distribution Lists,” on

page 299

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Understanding Distribution Lists, Groups, and Organizational Roles

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Understanding Distribution Lists,

Groups, and Organizational Roles

Distribution lists are specific to GroupWise. Groups and organizational roles are eDirectoryTM

objects that can be configured to work with GroupWise.

Distribution lists, groups, and organizational roles are all sets of users and (optionally) resources that

can be addressed as a single entity. When a GroupWise user addresses an item (message,

appointment, task, or note) to a distribution list, group, or organizational role, each user or resource

that is a member receives the item if he or she has a GroupWise account.

The following sections provide information to help you learn about distribution lists, groups, and

organizational roles:

Section 17.1, “Public vs. Personal Address Lists,” on page 277

Section 17.2, “Distribution Lists,” on page 277

Section 17.3, “eDirectory Groups and Organizational Roles,” on page 278

17.1 Public vs. Personal Address Lists

Distribution lists and groups are public address lists, meaning that they are administrator-defined

lists available to all users in your GroupWise system.

If users want to create personal address lists, they can create personal groups in the GroupWise

client. When a user creates personal groups, the groups are saved in his or her mailbox and are

available for use only by that user. They cannot be shared by, or transferred to, other users.

If a user wants to send to all users in a particular post office or domain, he or she can use wildcard

addressing, if it has been enabled. See Section 6.7, “Enabling Wildcard Addressing,” on page 100.

17.2 Distribution Lists

A distribution list is specific to GroupWise. It is a public address list that you, as the GroupWise

administrator, can create to facilitate easier addressing within your GroupWise system. Distribution

lists can only contain users that have GroupWise accounts.

Each distribution list you want to create must be added as a Distribution List object in eDirectory.

The name that you give the Distribution List object becomes the name by which the distribution list

is displayed in the GroupWise Address Book.

Distribution List objects can be located in any eDirectory container that is in the same tree as the

distribution list’s domain.

Because a distribution list is an addressable entity, you must assign it to a post office when you

create it. This ensures that the distribution list has a standard GroupWise address

(distribution_list_name.post_office.domain).

Regardless of the distribution list’s post office, all GroupWise users can use the distribution list

when addressing a message.

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You can determine which users see the distribution list in the Address Book. System visibility

enables all users in your GroupWise system to see the distribution list. Domain visibility enables all

users in the distribution list’s domain to see the distribution list. Post Office visibility enables all

users in the distribution list’s post office to see the distribution list. Setting the visibility level to

None means that no users see the distribution list in the Address Book.

Users who cannot see the distribution list in the Address Book can still use the distribution list by

typing the distribution list name in the To field of the message.

A distribution list can contain users and resources as well as other distribution lists, groups, and

organizational roles. Members do not need to be on the same post office as the distribution list’s post

office.

For details about distribution lists, see Chapter 18, “Creating and Managing Distribution Lists,” on

page 279.

17.3 eDirectory Groups and Organizational

Roles

eDirectory groups and organizational roles are general eDirectory objects that can be created to

facilitate easier administration of eDirectory users who have common needs or who share a common

role or responsibility.

If you have eDirectory groups or organizational roles that you want GroupWise users to be able to

address messages to, you need to make them available in your GroupWise system. When doing so,

you can choose the groups and roles that you want available, and choose which users they are

available to.

If a group or role contains both eDirectory users with GroupWise accounts and eDirectory users

without GroupWise accounts, only those users with GroupWise accounts receive messages

addressed to the group or role.

As mentioned previously, Group and Organizational Role objects are not specific to GroupWise. For

information about creating these objects, see your eDirectory documentation.

The name given to the Group object or Organizational Role object becomes the name by which it is

displayed in the GroupWise Address Book when you make it available. You make a group or role

available in your GroupWise system by assigning it to a post office. This ensures that the group or

role has a standard GroupWise address (name.post_office.domain). Regardless of the post office

where the group or role is assigned, all GroupWise users can use it when addressing a message.

You can determine which users see the group or role in the Address Book. System visibility enables

all users in your GroupWise system to see the group or role. Domain visibility enables all users in

the distribution list’s domain to see the group or role. Post Office visibility enables all users in the

distribution list’s post office to see the group or role. Setting the visibility level to None means that

no users can see the group or role in the Address Book.

Users who cannot see the group or role in the Address Book can still use it by typing the name in the

To field of the message.

For details about eDirectory groups and organizational roles, see Chapter 19, “Using eDirectory

Groups as GroupWise Distribution Lists,” on page 293 and Chapter 20, “Using eDirectory

Organizational Roles as GroupWise Distribution Lists,” on page 299.

Creating and Managing Distribution Lists

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Creating and Managing

Distribution Lists

A GroupWise®distribution list can contain GroupWise users, resources, and other distribution lists.

When creating the distribution list, you can determine each entry’s participation in the list (primary

recipient, carbon copy recipient, or blind copy recipient).

Section 18.1, “Creating a New Distribution List,” on page 279

Section 18.2, “Adding Members to a Distribution List,” on page 282

Section 18.3, “Removing Members from a Distribution List,” on page 283

Section 18.4, “Moving a Distribution List,” on page 283

Section 18.5, “Renaming a Distribution List,” on page 284

Section 18.6, “Enabling Users to Modify a Distribution List,” on page 284

Section 18.7, “Deleting a Distribution List,” on page 286

Section 18.8, “Managing E-Mail Addresses,” on page 286

Section 18.9, “Adding External Users to a Distribution List,” on page 290

18.1 Creating a New Distribution List

1In ConsoleOne®, right-click the eDirectory container where you want to create the Distribution

List object, then click New > Distribution List.

2Fill in the following fields:

Distribution List Name: Specify a descriptive name. Because the name is used as part of the

distribution list’s GroupWise address, do not use any of the following invalid characters in the

distribution list name:

ASCII characters 0-31 Comma ,

Asterisk * Double quote "

At sign @ Extended ASCII characters that are graphical or typographical

symbols; accented characters in the extended range can be used

Backslash \ Parentheses ( )

Braces { } Period .

Colon :

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GroupWise Post Office: Select the post office the distribution list will be assigned to. The

distribution list can contain members of other post offices.

3Select Define Additional Properties, then click OK.

4On the Identification page, fill in the following fields:

Description: Specify a description to help you identify the purpose or members of the

distribution list.

Visibility: Select the level at which the distribution list will be visible in the Address Book.

System enables the distribution list to be visible to all users in your GroupWise system. Domain

enables the distribution list to be visible to all users in the same domain as the distribution list.

Post Office enables the distribution list to be visible to all users on the same post office as the

distribution list. Setting the visibility level to None means that no users can see the distribution

list in the Address Book.

Replication Override: By default, distribution lists are replicated throughout your GroupWise

system based on the selected visibility level. With the default visibility level, distribution lists

are visible in the GroupWise Address Book for local post office users only and are not

replicated to other post offices.

If you set Visibility to Domain, the distribution list is replicated to all post offices in the

domain, but not to post offices belonging to other domains. If you set Visibility to System, the

distribution list is replicated to all post offices in your GroupWise system. This default behavior

corresponds to the Replicate According to Visibility setting.

Select Replicate Everywhere Regardless of Visibility if you want the distribution list replicated

throughout your GroupWise system regardless of the selected visibility level. With this setting,

the distribution list is made available in all post offices, although it is still only visible in the

GroupWise Address Book according to the selected visibility level. The availability of the

distribution list in all post offices means that it can be nested into other distribution lists that are

visible in any post office, and that users in any post office can manually specify the distribution

list name in the To field of an item.

E-Mail Address: Displays the default e-mail address for the distribution list. Click the drop-

down list to specify a custom e-mail address. For example, if you created a distribution list with

spaces in its name, you need to remove the spaces to create a valid e-mail address.

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5Click GroupWise > Membership to display the Membership page.

6Click Add, select the user, resource, distribution list, eDirectory group, or organizational role

you want to add as a member, then click OK to add the member to the list.

By default, the member is added as a primary recipient (To: recipient).

7If you want to change the member’s recipient type, select the member, click Participation, then

click To, CC, or BC.

8Repeat Step 6 and Step 7 to add additional members.

9Click OK to save your changes.

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18.2 Adding Members to a Distribution List

Distribution lists can contain users, resources, groups, organizational roles, and other distribution

lists.

1In ConsoleOne®, right-click the Distribution List object, then click Properties.

2Click GroupWise > Membership to display the Membership page.

3Click Add, select the user, resource, distribution list, group, or organizational role you want to

add as a member, then click OK to add the member to the list.

If you want to add an external user that is not listed for selection, see Section 18.9, “Adding

External Users to a Distribution List,” on page 290.

By default, the selected member is added as a primary recipient (To: recipient).

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4If you want to change the member’s recipient type, select the member, click Participation, then

click To, CC, or BC.

5Repeat Step 3 and Step 4 to add additional members.

6Click OK to save your changes.

Distribution lists are typically managed by an administrator in ConsoleOne. Starting in GroupWise

7, users can be granted rights to modify distribution lists, as described in Section 18.6, “Enabling

Users to Modify a Distribution List,” on page 284.

In addition, GroupWise client users can create shared address books and then create groups within

those shared address books so that the groups are available to all users with whom the address book

is been shared. The creator of the shared address book can give other users read only rights, or can

choose to grant them additional rights for adding, editing, and deleting information. For more

information about shared address books, see “Sharing an Address Book with Another User” in

“Contacts and Address Books” in the GroupWise 8 Windows Client User Guide.

18.3 Removing Members from a Distribution List

When you remove users’ or resources’ GroupWise accounts, delete groups, delete organizational

roles, or delete distribution lists, they are automatically removed from any distribution lists in which

they have membership.

To manually remove members from a distribution list:

1In ConsoleOne, right-click the Distribution List object, then click Properties.

2Click GroupWise > Membership to display the Membership page.

3Select the member you want to remove from the list, then click Delete.

18.4 Moving a Distribution List

If necessary, you can move a distribution list from one post office to another. For example, you

might need to move a distribution list from a post office you are removing.

The distribution list retains the same name on the new post office as it has on the current post office.

If another user, resource, or distribution list assigned to the new post office has the same name, you

must rename one of them before you move the distribution list. For details, see Section 18.5,

“Renaming a Distribution List,” on page 284.

To move a distribution list:

1In ConsoleOne, right-click the Distribution List object in the GroupWise View, then click Move

to display the GroupWise Move dialog box.

IMPORTANT: You must select the Distribution List object in the GroupWise View. If you

select the object in the standard Console View, you will move the Distribution List object from

one container to another, not the distribution list from one post office to another.

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2Select the post office to which you want to move the distribution list, then click OK to move the

distribution list.

18.5 Renaming a Distribution List

Situations might arise where you need to give a distribution list a new name. For example, you

might need to move the distribution list to another post office that already has a user, resource, or

distribution list with the same name.

To rename a distribution list:

1In ConsoleOne, right-click the Distribution List object in the GroupWise View, then click

Rename to display the Rename dialog box.

2In the New Name field, specify the new name for the distribution list.

3Make sure the Save Old Name box is not selected. Saving the old name causes duplicate

distribution lists to appear in the Address Book.

4Click OK to rename the distribution list.

18.6 Enabling Users to Modify a Distribution List

In ConsoleOne, you can grant rights to users to modify distribution lists from the GroupWise

Windows client. However, users cannot create or delete distribution lists; that can be done only in

ConsoleOne by an administrator.

To grant edit rights to a specific distribution list to one or more users:

1Browse to and right-click a Distribution List object, then click Properties.

2Click GroupWise > Administration.

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