Archiving GroupWise 12 Mail

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Archiving

GroupWise 12 Mail

on a PC

Presented by

Kristi L. Gladen

Information Technology Services

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Introduction

Why archive?

When you send mail, a copy of each message you send is saved in a Sent Mail folder. This folder can get cluttered very quickly.

If you do not delete your mail regularly, your mailbox can also get very full.

Even if you file messages in folders in your Cabinet, they are still in your “active” e-mail account, and they are still stored on the GroupWise mail server.

There is an email retention policy of one year. This means anything left on the GroupWise server (email, calendar items) older than one year will be deleted.

You can tell GroupWise to automatically archive old messages and calendar items for you.

What archiving will

do

All of the folders in your Cabinet will be re-created in your archive for you.

If you set up GroupWise to automatically archive for you, all of the items in your Cabinet folders as well as those in your Mailbox that are older than the time period you specify will be moved to your archive.

All of the appointments, tasks, and reminder notes on your calendar can also be moved automatically if you want.

Special Note: Due to the retention policy in effect, all e-mail and calendar items older than one year will be

automatically deleted. If you want to save any of your e-mail or calendar items, you will need to specify a time period shorter than one year for automatic archiving.

Tip: Do not create folders in your archive. Create them in your active mailbox, then let GroupWise create them for you in the archive.

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Setting up the Archives

Create archive

folder

First, you need to tell GroupWise where to store your archives. We recommend storing your archives to your local hard drive. Local drives are largely unused and can easily be backed up if necessary. You only need to set this process up once.

First you need to create the gw_arc folder.

 Open up the Documents folder (it’s either on your desktop or your Start menu depending on how Windows is set up).

 Click on the New Folder button in the toolbar.

 Type in gw_arc for a name and press the Enter key.

Point GroupWise

 Open up GroupWise

 Click on Tools, Options and double-click on the Environment icon.

 Click on the File Location tab.

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In the Archive directory box,

 Browse for and locate the gw_arc folder you created in the Documents folder on your C drive. This can be done by clicking on the yellow browse folder at the right end of the Archive directory field.

 Click OK.

 You may get a prompt about whether or not to create the directory. Click OK to continue.

 Click OK to close the Environment dialog box.

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Move Existing Archives

The need to move

If you already have archives setup on a network drive and are running out of room, you’ll need to move your archives to a local drive.

Create the folder

 Create a gw_arc folder in the Documents folder as shown in the steps above in the Create archive folder section.

Re-orient GroupWise

 Open GroupWise

 Click on Tools, Options, and double-click on the Environment icon.

VERY IMPORTANT: Make sure you have automatic archiving turned OFF. See next.

On the Cleanup tab,

 Check the option for Manual archive under Mail and Phone and Appointment, task and reminder note sections.

Back on the File Location tab,

 Delete the current contents of the Archive Directory field and then enter the location of the new folder you created earlier on the local drive (tip: use the yellow browse folder at the far right of the field)

After you’ve entered the new location,

 Click OK.

A warning similar to the following appears.

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 Click Yes to begin the procedure.

This process could take some time.

Once completed, you may want to re-enable automatic archiving on the Cleanup tab.

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Archiving Items

Auto-archiving

GroupWise can automatically archive items for you however you should make sure you clean out (i.e. delete) your junk mail first so you don't end up saving mail you don't need.

If you want to have GroupWise automatically archive your account for you,

 Click on Tools, Options, and double-click on the Environment icon.

 Click on the Cleanup tab.

In the Mail and phone section,

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In the Appointments, task, and reminder note section,

 Click on Auto-archive after and enter the number of days you want to keep your appointments and tasks in your “active” calendar. Again, make sure it’s before one year.

 Click OK to close the Environment dialog box.

 Click Close to close the Options dialog box.

Manual archive mail

If you don’t want to have GroupWise automatically archive items for you, you can do so manually.

To archive a single e-mail,

 Click on the e-mail to select it.

 Click on Actions, Move to Archive.

Don’t worry if the item is in one of your folders, the folder will be recreated in your archives for you.

To archive multiple e-mails,

 Click on the first item you want to archive.

 Press and hold the Shift key then click on last item you want to archive and release the Shift key.

This will select all items in between. If you want to archive multiple items that are non-adjacent, use the Ctrl key instead of the Shift key.

Once you have your selection,

Manual archive

calendar

The process for archiving your calendar items is similar to archiving your e-mail but is easier if your calendar items are displayed in a list format.

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 Click on View, Display Settings, and select Details.

Now you can easily select the items you want to archive just as you did for e-mail items (see steps above for selecting single vs. multiple items).

 Reset your calendar when you are done by clicking on View, Display Settings, as Calendar.

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Exploring the Archives

View archived items

From the main GroupWise window,

 Click on File, Open Archive

The contents of the archives display.

You can tell if you’re in your archives because the Title Bar will display the word (Archive) in parentheses on the left.

To switch back to your “active” folders,

 Click on File, Open Archive again.

Tip: You can also switch between your archive and your active account with the drop down arrow above your name in the left pane of the GroupWise window.

“Un-archive” an

item

To move an item out of the archives,

 Click on an item to select it, and then click on Actions, Move to Archive.

The item disappears from the list and moves back to the active account.

Delete archived

items

You can delete items from your archive as you would items in your active mail, just hit the delete key.

These items will be moved to the Trash folder in your archive. However, the Trash folder in your archive is NOT automatically emptied every ten days like it is on the active server. You must manually delete the items from the Trash folder in your archive.

 Click on Edit, Empty Trash.

All items in the Trash folder of your archive will be permanently deleted.