Archiving GroupWise items

Transcription

1 Introduction If your GroupWise (GW) Mailbox becomes too large, you have two choices; either delete items or archive them. This document explains how to archive GW items to save space in your networked GW Mailbox without permanently deleting them. How large is my Mailbox? The bottom right corner of your GW client will show the current size of your account as a percentage (%). GW accounts at the University typically have a 600Mb size limit. If you select the % value (left), a new window will pop up giving you a graphical view of your account (Figure 1). Figure 1 - Example Mailbox Info (600Mb) From here, you can look in Trash, Sent Items, Received Items, Posted/Draft items and Archive or Delete as necessary. However, before using these options it is best to follow the instructions below so you understand what is happening when you select the Archive button from here.

2 Archiving your GW data To reduce the size of your GW Mailbox, it is helpful if staff use the GW archive facility to move their least-used GW data from their Mailbox to another location. Archiving allows you to move items from your networked Mailbox storage area to another area (e.g. on your own hard disk). This frees up network space without you having to delete GW items. You can view the items in the archive and can easily move them back into your networked Mailbox. It is important for all GW users to be aware that if your archive location becomes full during the archiving process, then some of your GW items will be PERMANENTLY lost. Please ensure that there is enough room before you begin archiving, or choose a different location to archive to. ISD does not recommend directly archiving GroupWise items to your "U:" drive. There are two reasons for this: 1. The "U:" drive should not be the sole location of the archive folder. Remember that the "U:" drive is for backing up data that is stored elsewhere, so you should be directly archiving to a local drive first (e.g. the "C:" or "D:" drive). 2. Due to the 600Mb quota on the "U:" drive, you might not have enough space to archive your GroupWise items. If the "U:" drive runs out of storage space during the archiving process, then items will be PERMANENTLY LOST. Please note that the issue in point 2 (above) applies to any storage media when archiving GroupWise items, not just the "U:" drive. A general rule of thumb is to check that your current mailbox size in GroupWise is less than the amount of available space on the destination drive before your start the archive process. Set the archive location To set the file archive location, go to Tools, Options, Environment, File Location. You could set the archive location to be: c:\archive so the data is moved to that folder on your hard disk, or g:\archive so the data is moved to a USB memory stick (e.g. drive G:). ISD (April 2012) Page 2 v1.5r

3 Type in your chosen Archive directory and select OK. Moving into the archive 1. To see how to archive, select one item (e.g. a GW message from your Mailbox) and right-click over it. Select Archive from the context menu. The item will disappear from view. 2. To see your archived items, select File, Open Archive. This will switch to your archived Mailbox. 3. The Title bar will confirm that you are currently in your Archive. Please archive your data in small batches at a time. Do not archive large GroupWise items at the same time, as this could potentially keep your computer busy for hours! If you cannot see the size column to ascertain which items are the largest, right-click over any column (when looking inside your Mailbox, Sent Items, or Cabinet folders) and select Size form the pop-up menu. You can then sort in ascending or descending size order by selecting the Size column heading. Moving out of the archive 4. Right-click over an archived item and select Archive to disable / untick the option. This will move the item back into your usual GW Mailbox on the network. 5. To revert to viewing your usual GW account, deselect the File, Open Archive option. You should now be back in your normal GW Mailbox. Attention Web Client Users 1. The Archive facility is not available from the Web Client. You must login to the main GroupWise client and archive from there. 2. If the client is on someone else s machine, then you can login to your account by performing the following actions: 3. Quit GroupWise if it is running. Right-click over the GroupWise notify application in the Windows system tray and select Exit. 4. Run the GroupWise client once more, and select cancel at the password request. 5. In the new window, enter your username and password. The port will need be to set to your usual GW port number (contact the Helpdesk on ext if you don t know what it is) and the address is webmail.beds.ac.uk. Select OK. ISD (April 2012) Page 3 v1.5r

4 6. You should now be in your own account. Follow the archive instructions as described in these instructions. Accessing your archive externally Unfortunately, it isn t currently possible to access archived data when you are away from your desk (either via the Web Client or via the standard client). To be able to see the archived items, you remotely login to the university network to access the U: drive or you need to have secure remote access to your work PC s internal C: drive (assuming that you have archived either to U:\archive or to C:\archive). Multiple archive folders If you have the client installed on a laptop PC or maybe a PC at home, you can set an archive folder (e.g. c:\archive) even if you have already set one up on your machine at work. However, please note that the archive locations are mutually exclusive neither knows of the existence of the other and items will move to whichever c:\archive folder is available at the time. University Network GW client installed on Work PC Archive location is c:\archive GroupWise Mailbox GW client installed on Home PC Archive location is c:\archive Proxy Access If you have Proxy Access to a GW account and that account has archived data stored elsewhere (e.g. on the actual user s hard disk or in their U: drive on the network), then you cannot access their archived data unless you are on their actual machine and logged into their GW account (i.e. not via Proxy Access). ISD (April 2012) Page 4 v1.5r

5 Saving your archive folder to CD You can copy your archive folder to a suitable re-writable CD/DVD or memory stick. However, you cannot access the archive directly off a CD or any other read-only media, as GroupWise needs to write back to the archive folder. If you need to read from an archive folder stored on a CD, copy the folder off the CD onto your hard disk and then amend the GroupWise client settings to set the archive location. You can now access your archive folder. Please see the CD Writing and Deep Burner Tips document or Using CDBurnerXP document for further advice. ISD (April 2012) Page 5 v1.5r

6 This page is blank. ISD (April 2012) Page 6 v1.5r