Archiving GroupWise Email
Get Help with Archiving...
- Setting Up Your Archive
- How to Archive Items
- Saving Messages
Details
There are two ways to move GroupWise messages offline and still have them available for your use: Archiving and Saving.
- Archiving stores the messages and enables you to access them through GroupWise
- Saving saves the messages as text files (.mlm) for use with word processing programs (i.e. Word, Notepad)
This information can also be found within GroupWise by using the Help feature. Select How do I? > Organize and Clean up My Mailbox > Clean up My Mailbox > Archive or Save My Mail.
Setting Up Your Archive
Define the Archive Directory on a PC
- Open GroupWise
- Click on the Tools menu, then select Options/Environment
- Select File Location
- In the Archive Directory field, either type the path of the directory where you want your archive to reside, or click the envelope button at the end of the field to browse to the directory. This can be either on your hard drive or a network server. (If the directory you specify does not exist, GroupWise will create it for you.)
Define the Archive Directory on a Macintosh
- Open GroupWise
- Click on the GroupWise menu, then select Preferences
- Select the General tab, and then enter the path to your desired location. The folder icon at the end of the text box will let you navigate to where you want your archive rather than typing it in. A good choice for the location would be your Documents folder.
- Click on the Cleanup tab and specify how often you want the archive process to take place. Make sure that any auto-archive settings are less than the 120 day delete policy on the server. If you check your GroupWise mail from multiple machines, set your archive to "Manual" to avoid problems.
Archiving Items
Select the message(s), or folder(s), you want to archive, click on the Actions menu, then select Move to Archive.
How to Restore Archived Items
Select the item(s) in the Archive window, click on the Actions menu, then click Move to Archive to remove the check mark (this unarchives the item), (or select Unarchive if you are using a Macintosh).
The unarchived item is then placed in its original folder. If the original folder no longer exists, GroupWise creates the necessary folder structure.
To close the archive, select File, then Open Archive to remove the check mark (choose Close Archive if on a Mac), then go back to the folder where you started.
How to Reduce the Size of Your GroupWise Archive
It's a good idea to clean up your Archive on a routine basis, not only to free up disk space (particularly if you store your Archive in your network "Home" directory), but because bloated Archives can sometimes lead to file corruption.
Unbeknownst to many people, the GroupWise Archive is configured by default to archive items in the Sent Items folder. If the average GroupWise account contains one Sent Item for each e-mail message sent, then the archived Sent Items folder will contain a large percentage of archived account items.
To clean up your archived Sent Items folder, open your Archive and browse to the Sent Items folder. Select any or all items, and delete. Make sure to empty the Trash after deleting any archived items, or the items will not be removed from the Archive.
Also, check for archived Calendar items you may not wish to keep. An easy way to view any archived Calendar items is to open your GroupWise Archive, select your GroupWise Calendar, then from the GroupWise menu bar choose View > Display Settings > Details. Select any or all items, and delete. Make sure to empty the Trash after deleting any archived items, or the items will not be removed from the Archive.
Saving Messages
Define a Save Directory (you only need to do this once)
- Click on the Tools menu, then select Options/Environment
- Click File Location
- In the Save, check out field, type the path of the directory where you want your saved messages to reside, or click the envelope button at the end of the field to browse to the directory. This can be either on your hard drive or a network server. (If the directory you specify does not exist, GroupWise will create it for you.)
- Select the message, then select File/Save As
- Type a filename (if you want to give each a different name than what appears by default in the Filename box).
- If necessary, select Change to select a different directory, then click OK. Or, on a Macintosh, choose the folder you want your message saved in.
- Choose Save.
Opening a Saved Message
Open a word processing program of your choice, and use it to open and read your saved message.
How To
Getting Help
For further assistance, please contact the OIT Help Desk by phone at 426-4357, via e-mail at helpdesk@boisestate.edu, or online at Help Desk Self Service.