GroupWise Training Module 7 - Archiving Messages

GroupWise items (e-mail and phone messages, appointments, reminder notes and tasks) are saved on Georgia Southern University's server where space is limited. Therefore, GroupWise e-mails should be archived so that you do not exceed your storage quota.

Archiving items saves network space and keeps your Mailbox uncluttered. IT Services recommends that you archive important items in your Mailbox that are not currently relevant to your work. You will still be able to view archived items whenever you need to, the items will just be in a different place from your current GroupWise items. You can also "unarchive" any archived item if you want to move it back with your current items.

Note that there are a few differences with archived items. When you archive an item you have sent, you will not be able to track the status of that item like you can with current items. Also archived items are not available when using GroupWise on the web.

Currently, all (non-archived) GroupWise data is housed on the campus servers. The following instructions specify that your archive will be saved on your computer's hard drive. You should back up your archived items when do your normal back up of your computer's data. In the future we hope to have enough server space so that all users can save archived data on the server as well but for now you will need to save your archived data on your computer's hard drive.

Specify Your Archived Items Storage Folder

1. Open GroupWise.
2. Click on Tools, then Options.
3. Double-click on Environment.
4. Click on the File Location tab.
5. Choose the location where you want to store the items by clicking on the yellow file folder next to Archive Directory. Choose the folder that you just created above C:/GWArchive.
6. Click OK. If asked if you want to create a folder, choose Yes.
   

Archiving Items In Your Mailbox Automatically

Here are the settings that we recommend that you use when archiving.

1. Open GroupWise.
2. Click Tools, then Options.
3. Double-click on Environment.
4. Click on the Cleanup tab. You will see this screen:
5. IT Services suggest that you use the default settings as pictured above.
6. Click OK.
7. Choose Close to close the Options box.

Viewing Archived Items

1. Click File, then Open Archive. You will be able to view all archived items. All items remain in the same folders.
2. To close out of the Archive view, go back to File then Open Archive. The screen will change back to show your current GroupWise items; also the check mark next to Open Archive will be removed.
   
   Note: If you cannot see archived Sent items, look at the top under the word File for the Display setting when in the Archive view. Change the Display from <Mailbox Custom Setting> to Sent Items. When you are finished, change it back to <Mailbox Custom Setting>.

1. Click on File, then Open Archive .You will now be viewing your archived items.
2. Click the item you want to unarchive. (Note that you can highlight more than one item by holding down the Shift key while you click on the items. Or hold down the Control key to skip around and highlight different items).
3. Choose Actions, then Archive. The item will move back with your current GroupWise.
4. To close out of the Archive view, go back to File then Open Archive. The screen will change back to show your current GroupWise items; also the check mark next to Open Archive will be removed.

Note: Unarchived messages are returned to the folder from which they were archived. If the folder has been deleted, GroupWise will create a new folder.

Archiving Items In Your Mailbox Manually

1. Open GroupWise.
2. Highlight the items in your Mailbox you want to archive. Note that you can highlight more than one item by holding down the Shift key while you click on the items.
3. Click on Actions, then Archive. The item will disappear from your screen. It has not been deleted; it has been moved to your archives.