How much of my Mailbox size have I used?

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1 GroupWise Archiving and Deleting s Holmesglen provides all staff with a data storage quota on the GroupWise ( ) server. This space is limited, and once used, you will no longer be able to send or receive s. This document is a guide on how to identify and reduce your mailbox size. How much of my Mailbox size have I used? To correctly identify your current mailbox size it will depend on which GroupWise client you are using. When using the GroupWise Windows application simply look in the bottom right hand corner. For users the web version of GroupWise, mailbox quota is found on the top right hand corner and can be discovered by placing your mouse point over the yellow meter. If you usage is over 90% you should be looking into ways to reduce this amount. There are two ways to reduce your mailbox size, deleting or archiving. Deleting s If you no long require an , deleting is the quickest and easiest way to reduce your mailbox size. Inside your mail folders (for example sent items) you can right click on an individual then select delete. You can also select a range of s by holding down shift and selecting a range of them or holding down control and highlighting individual s before right clicking delete (or pressing the delete key). Deleting s simply moves them into the trash folder. Please note your mailbox size will not be reduced until you empty your trash folder.

2 Compared to simple short text based s, when s contain file attachments they require more storage which will affect your mailbox size. A quick and easy way to identify large s is to sort by file size. If you are using the Windows GroupWise application you will need to ensure that the size column is displayed. If it s not shown, you can add it by right clicking inside the folders mail display. Selecting columns, find size from Available Columns and adding Size to Selected Columns. If using the web based GroupWise client, the size field should already be shown.

3 Now that we can see the size of the s simply click on the size column to show ascending or descending. On the pictures examples below note how these s size on the left are small in size, 1 3 kilobytes in size but after sorting we can see the s on the right large in size megabytes which are approx times larger. If we were just to remove the top 10 largest s, it would make a huge difference to our total mailbox size. Archiving s Another way to reduce your mailbox size is to archive. It works by moving selected to a different location. Archiving can only work with the Windows GroupWise application. You can only access archived s when you are using the windows based client and you have access to the storage path where the archived s are located. Before you can archive you must select a file location on where the archive folder will be stored. It is best practice to store you archive on a network drive and not your local PC drive. By storing your archive on your network drive, you will be able to access your archive on multiple computers within Holmesglen. Using Windows file explorer, locate your personal network drive, create a new folder (right click new then folder) and give it a name. In the example below I have called mine GroupWise Archive. Note the network path as we will need this later.

4 Next in the Groupwise application select tools options environment file locations. Now enter the correct path/folder we just created and press OK. To archive, select the /s you would like to archive and once selected right click and select archive. Please note depending on how many s you wish to archive this may take many minutes.

5 Best practice would be to sort your s via their date or size by clicking on the date/size column header from oldest to newest, and then select a range s that are the oldest then archive. Accessing your archive To access your archived s you must select the online icon at the top left of your Groupwise application, then select archive. You will only now see archived s. If you want to return to your current s, select the online icon again and then select your name.