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Archiving GroupWise 8 on a Mac

Tab​le of Contents


 

Introduction
Why archive?
What archiving will do

Setting up Archives
File location
Create local folder
Orient GroupWise

Archiving Items
Manual archive mail
Manual archive calendar
Auto-archiving

Exploring the Archives
View archived items
“Un-archive” an item
Delete archived item

Introduction


Why archive?

Due to the retention policy in effect, all e-mail and calendar items older than one year will be automatically deleted. If you want to save any of your e-mail or calendar items, you will need to specify a time period shorter than one year for automatic archiving.

When you send mail, a copy of each message you send is saved in a Sent Items 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” e-mail account, which means they are still stored on the GroupWise mail server up to one year.

Once you have set up GroupWise for archiving old messages and calendar items, you can then move and retrieve them at any time. You can even set GroupWise up to automatically archive items for you.

What Will Archiving Do?

All of the folders in your Cabinet will be re-created in your archive for you so don't worry about creating them separately. If you set up GroupWise to automatically archive for you, all of the items in your e-mail and calendar items that are older than the time period you specify will be moved to your archive. Archiving your e-mail and calendar items regularly will help improve the performance of GroupWise.

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Setting up the Archives


File location

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.

Create local folder

The following provides instructions for creating the GroupWise archive folder in the User Documents folder on the hard drive.

  • Click on the Go menu and select Home.

  • Click on the Documents folder.

  • Click on the File menu and select New Folder.

A new “untitled folder” appears in the window.

  • Type in gw_arc.

Note: You need to type in the folder name immediately after creating it.  If you click anywhere else, the folder will NOT be selected and you will have to select it again to name it.

Orient GroupWise

  • Open your GroupWise account.

  • Click on GroupWise, Preferences.

  • Click on the Environment button on the left, if necessary.

  • Click on the File location tab at the top.

File location

In the Archive directory field,

  • Click on the browse folder button (yellow) at the end of the field.

  • Navigate to and click on the gw_arc folder you created in the steps above.

Select directory

  • Click on the Choose button.

The path to your gw_arc folder appears in the Archive directory field.

  • Click OK to apply the changes and close the window.

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Archiving Items


Manual archive ma​il

To archive a single e-mail:

  • Click on the e-mail 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 e-mails:

  • 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 Command 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 e-mail 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.

  • Click on File, Properties, then the Display tab.

In the View by section,

  • Click on the drop-down arrow and select Details.

  • Click OK twice to apply the changes and close the Properties window.

Now you can easily select the items you want to archive just as you did for e-mail items (see steps above for selecting single vs. multiple items).

  • Click on Actions, Move to Archive.

To reset your calendar,

  • Click on your calendar folder in the left pane of the GroupWise window to select it.

  • Click on File, Properties, then the Display tab.

In the View by section,

  • Click on the drop-down arrow and select Calendar.

  • Click OK twice to apply the changes and close the Properties window.

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 stuff you don't need. Also, GroupWise will not automatically archive unread messages.

If you want GroupWise automatically archive for you,

  • Click on GroupWise, Preferences, then the Environment button on the left if necessary.

  • Click on the Cleanup tab at the top.

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” account.

In the Appointment, task, and reminder note section,

  • Click on Auto-archive after and enter the number of days you want to keep your appointments, tasks, and notes in your “active” calendar.

Note: Due to the automatic retention policy, all e-mail and calendar items older than one year will be automatically deleted from your active account. If you want to save any of these items, make sure you choose a time period shorter than one year for automatic archiving.

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Exploring the Archives


Add/View archived items

In the main GroupWise window,

  • Click on File, Open Archive. Your GroupWise window displays the contents of the Archive.

Note the word Archive appears above your name in the left pane of the window.

To switch back to your “active” folders,

  • Click on File, Open Archive again to close it.

Tip: You can also use the drop down arrow next to where it says “Online” above your name in the left pane of the window to switch between your active account, your archive account, and any proxy accounts you have.

"Un-archive" an item

You cannot forward or edit an item in your archive. If you need to work with an item from the archive, you can “un-archive” it, which returns it to your “active” folders.

To move an item out of the archives,

  • Click on the item on the list.

  • Click on Actions, Move to Archive.

When you return to your active folders, the item will be listed there.

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 three days. 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.

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Page last updated 01/18/13. Send questions or comments to training@cwu.edu.