Archiving GroupWise 12 Mail

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1 Archiving GroupWise 12 Mail on a PC Presented by Kristi L. Gladen Information Technology Services Central Washington University

2 Table of Contents Introduction... 1 Why archive?... 1 What archiving will do... 1 Setting up the Archives... 2 Create archive folder... 2 Point GroupWise... 2 Move Existing Archives... 4 The need to move... 4 Create the folder... 4 Re-orient GroupWise... 4 Archiving Items... 6 Auto-archiving... 6 Manual archive mail... 7 Manual archive calendar... 7 Exploring the Archives... 9 View archived items... 9 Un-archive an item... 9 Delete archived items... 9 April 5, 2013 Page i

3 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 account, and they are still stored on the GroupWise mail server. There is an retention policy of one year. This means anything left on the GroupWise server ( , 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 and calendar items older than one year will be automatically deleted. If you want to save any of your 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. April 5, 2013 Page 1

4 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. April 5, 2013 Page 2

5 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. April 5, 2013 Page 3

6 Move Existing Archives The need to move Create the folder 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 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. April 5, 2013 Page 4

7 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. April 5, 2013 Page 5

8 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, Click on Auto-archive after and enter the number of days you want to keep your mail and phone messages in your active mailbox. Just make sure it s less than one year, otherwise the automatic retention policy in place will delete them before you can archive them. April 5, 2013 Page 6

9 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 , Click on the 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 s, 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, Click on Actions, Move to Archive. Manual archive calendar The process for archiving your calendar items is similar to archiving your but is easier if your calendar items are displayed in a list format. To display your Calendar in a list format: Click on your calendar folder in the left pane of the GroupWise window to select it. April 5, 2013 Page 7

10 Click on View, Display Settings, and select Details. Now you can easily select the items you want to archive just as you did for items (see steps above for selecting single vs. multiple items). Click on Actions, Move to Archive. Reset your calendar when you are done by clicking on View, Display Settings, as Calendar. April 5, 2013 Page 8

11 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. April 5, 2013 Page 9

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