GroupWise:
Archiving
To
keep your GroupWise email running efficiently, it is recommended that
you archive your email. Archived email is stored in your home directory
on your network drive, a secure and backed-up environment. You can access
archived email from your GroupWise client—as you archive messages,
the folder structure will be built for you automatically. There are four
main ways to archive email. A combination of ways may work best for you
and your style of work.
Please note that you will only be able to archive email using the GroupWise
client when you are logged into the UF network. You will only be able
to view archived email from the GroupWise client; while in WebAccess,
you will not be able to view archived email.
1.
Archive messages by size—This method is
appropriate for those who send and/or receive messages with large attachments.
Here you have the ability to sort through sent, received, or trashed email
by file size. You can either delete (if you no longer need them) or archive
them.
2. Archive individual email message— This
method is appropriate for messages that you would like to retain but do
not need to view on a regular basis. GroupWise provides the ability to
archive any email message inside any folder at any time. This works great
for messages with large attachments or groups of messages you would like
to archive.
3. Archive folders of messages—
This method is appropriate for legacy folders of email (perhaps from Netscape
Mail or Pegasus Mail), completed projects, or past years’ email
folders.
4. Archive messages by date—This
method is great for continuous unattended archiving of email. You can
set a period of time that mail stays in your online mailbox and everything
before that date will be automatically moved into your archived mailbox
on a daily basis.
Table of Contents
How Large Is My Online Mailbox?
Before you begin archiving email, you might want to see
how large your online mailbox is. After starting GroupWise, look at the
status bar on the bottom of the window and you should see the percentage
representation of your mailbox size with relation to your available space
in the GroupWise system. The example below shows a mailbox that is using
91% of its allotted space.
When you click on the “Mailbox Size: XX%” section
of the status bar, you can see a graphical representation of your online
mailbox:
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Setting Up Archiving
Before you begin to clean and archive your GroupWise email, you will have
to set up a few things. Click on Tools and Options…
then double-click the “Environment” icon.
On the “File Location” tab, note
that the Archive directory is preset to W:\GWArkive\. You cannot change
anything here.
On the Cleanup tab, note that the “Mail
and phone” as well as the “Appointment, task and reminder
note” sections are set to “Manual delete and archive.”
For now, leave these as they are. Your “Empty trash”
is set at the system level to empty automatically after 7 days.
Click OK above. The
first time the following dialog boxes will appear. Click Yes
to each of them.
You are now ready to begin archiving, but before
you do, you might want to empty your trash (especially if you have recently
deleted any email with large attachments).
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Emptying
GroupWise Trash
Right-click on the trash folder and then click “Empty Trash”
Notice at the bottom of the client window the
message that tells you the trash is being emptied.
The number to the right of the trashcan will
disappear and the trashcan will appear empty.
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Archiving
Messages by Size
Click the “Mailbox Size” section
of the status bar at the bottom of the GroupWise client to see the Mailbox
Storage Size Information window. Click the “Sent items”
radio button to display a list of your sent items. You can sort your sent
items in a variety of ways by clicking on the heading of the appropriate
column. The example below shows sorting by size.
Please note that if you Delete email from this window, the message
will not go to your Trash and will be unrecoverable.
If you would like to archive the message with
the largest attachment(s), select the item. Next, click the Archive
button. This action will “tie up” your client for a while—the
amount of time the archive process will take depends upon the size of
the email and attachments. You can also archive multiple email messages
at one time by using the Windows ‘multiple select’ method:
click the topmost message, then press and hold your SHIFT key while you
click on the last message you would like to archive, then let go of the
SHIFT key once the messages are highlighted. Now press the Archive
button.
You will see the difference in size by looking
at the numbers and the pie chart at the top.
Click here for Viewing Archived Mail
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Archiving Individual Email Messages
Right-click on the individual email message you would
like to archive and choose Archive from the dropdown list.
The message will disappear from your online
mailbox list.
Click here for Viewing Archived
Mail
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Archiving
Folders of Email
Archiving an entire folder of email requires a bit more involvement. Unfortunately,
you cannot simply right-click on a folder and archive it. In addition,
this is the process that could take the most time to complete. You may
want to use GroupWise WebAccess to check your email and calendar while
this process is taking place.
To archive an entire folder, you have to open the
folder and select all the messages you want to archive.
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Archive Messages by Date
This process will assist you in automating the archiving process.
Click Tools and then Options.
Then double-click the Environment button and the “Cleanup”
tab.
To start with, you might want to “Auto-archive”
just your “Mail and phone” for the maximum number of days
(250). Note that if you put in a number greater than 250, the number will
adjust back down.
You will have to restart GW in order to start the auto archive
process.
Notice the “Auto archive-processing” message
at the bottom left of your GroupWise client when you re-open GroupWise.
Once you have archived up to 250 days worth
of email and you still want to archive more, go back in and select a different
number, 180 for instance.
Note
that if you decide to “Auto-archive” your “Appointments”
and if you synchronize with a Palm Pilot, the archived items will
only be available in the Archive view of GroupWise. This means that
all archived appointments will be deleted from your Palm. |
Click here for Viewing Archived Mail
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Viewing Archived Mail
Once your mail is archived, you can click on
File and Open Archive to view it. Notice
that if you have archived email from within a folder the folder structure
was automatically created for you.
Notice the title of the window in the top left.
“(Archive)” appears to let you know that you are viewing your
archived email.
To return back to your regular system, click
on File and Open Archive.
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Working with Archived Email
Since your archived email does not reside in
the online GroupWise mailbox, you will have to restore the message before
you can reply to or forward that message. Notice the Reply and Forward
icons are grayed out.
Unarchiving an email message
To unarchive an email message, right-click on the message
in the message list, and click on Archive. The message
will disappear from your Archive email list and reappear in your online
mailbox where it originally existed (mailbox, sent items, folder).
Once the message appears in the online system, you
can reply or forward the message. Then you can re-archive the message
by right-clicking and choosing Archive.
Working with Sent
Mail
When you want to view sent email from your
archive, you will need to create a search folder (by default, sent email
resides in your Inbox—to keep your inbox functional, it is set to
hide sent items).
While in your Archived email, right-click
on your Mailbox and choose New Folder.
Click on Find results folder, Predefined find
results folder, Sent Items and be sure to click the check box to Modify
pre-defined find results folder.
Position and name the folder as you would like
and then click the Next button…
Click the Next button
To keep things as clear as possible, be sure
that “Sent” and “Mail” are the only items checked.
Click Finish and your Sent Items folder will be created
in your Archive email system.
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Warning Messages You Might
See
This is a “threshold” warning message
that lets you know how much space your online mailbox is taking up. The
threshold for this account was set at 75%, so anything above will trigger
this message when you create a new mail message.
To discontinue seeing this message, click the
checkbox towards the bottom of the window.
Clicking on Continue will open up the new mail message window
and Cleanup will open up the Mailbox Storage Size box.
In WebAccess, the following message will pop up only
when you have exceeded your space allotment. You will be able to read
email and calendar items, but not send out any new email.
This is the message you will receive when you attempt to
send new email from an account in WebAccess when you have exceeded your
space allotment.
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