Archiving s in GroupWise

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1 in GroupWise The primary method for storing messages indefinitely is called archiving. An archived message is not stored in your master mailbox (which is on the GroupWise server); rather it is stored on your local hard drive or on a removable storage device (flash drive, CD-R, etc.). Archiving messages gives you access to your old messages without cluttering up your master mailbox. You can archive messages that have been sent to you as well as messages you have sent to others. EM-S ISD follows the State Recommended Electronic Document Retention Schedule. It states that retention of the information is the user s responsibility. Maintaining ALL s forever is not a good practice and creates a great deal of liability for the District. s stored in folders in the file cabinet, Mailbox, Junk Mail, Sent Items, etc will be PERMENTLY DELETED from the server after 120 days. You will need to archive regularly in order to keep the . Note: You will not be able to archive items using GroupWise WebAccess. Setting up the folder location to archive the s This folder may already be set up. You can create and name the folder below if this will make it easier to find. 1. With GroupWise CLIENT (icon on the desktop) open, go to Tools in the Menu bar and choose Options 2. Double click on the Environment option.

2 3. Click on the File Location tab, then click the folder on the row labeled Archive directory: 4. Click the My Documents icon. (this will place the archive folder in My Documents) Click Make New Folder button (this creates the folder the encrypted s will be stored in with all the necessary files.) Page 2

3 5. Name the folder GroupWise Archive. ***If asked to create a directory, click Yes. This is the place where the s will be archived. NOTE: This is also the folder that will need to be placed on a CD-R or flash drive for back up. Do NOT back up the folder to a Network drive (H: drive). It will probably be too large to fit on the network. NOTE: You will NOT be able to DIRECTLY access s archived on a flash drive or CD. The folder on the flash drive or CD will need to be placed BACK in My Documents and the s accessed though the GroupWise Client (see below bottom of Page 4). 6. Click the OK button and then the Close button. Page 3

4 Archiving an individual 1. Select the to archive by clicking on it one time. 2. Go to Actions in the Menu Bar and select Move to Archive (right clicking on the selected will also give the option Move to Archive). ***To see what is in the archive, click the down arrow next to Online and choose Archive. The will be listed just like the Online mailbox. ***Be sure to change back to the Online mailbox when finished with the Archive. Click the down arrow next to Archive and choose your name. Page 4

5 Archiving multiple s or all the s in a folder 1. Select the folder with the s to be archived. 2. Select the s click on an then press Ctrl A to select all the s in the folder (good rule to follow 50 s archived at one time). To select individual s use the Ctrl key while holding down the key, click on the s to be archived. 3. Go to Actions in the Menu Bar and select Move to Archive (right clicking on one of the selected s will also give the option Move to Archive). If there are a large number of s to be archived it may take several minutes. The hour glass will appear while the s are being archived. If the s come from a folder in the Cabinet, then the Cabinet and the folder name will be created in the Archive. When the archiving is complete the s will be moved from the Online mailbox to the Archive mailbox. See bottom of page 4 for steps on how to access the archive. ***Be sure to change back to the Online mailbox when finished with the Archive. Click the down arrow next to Archive and choose your name. Page 5

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