Archiving GroupWise 6.5 on a Mac
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Table of Contents
Introduction
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.
Once you have set up GroupWise for archiving old messages and calendar
items, you can then move and retrieve them at any time.
All of the folders in your Cabinet will be re-created in your archive
for you so don't worry about creating them separately.
Archiving your e-mail and calendar items regularly will help improve
the performance of GroupWise.
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Setting up the Archives
If you have upgraded from a previous version of GroupWise and already
have an archive folder set up on a network drive, you can still view the
contents of your archive but if you try to move anything there now, you'll
get an error message. The new version of GroupWise still has a few quirks
to work out.
In the meantime, we recommend you archive to your local hard drive. You
can always move your archive to the network later on if you run out of
space on your hard drive.
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.
- Double-click on the Documents folder.
- Click on the File menu and select New
Folder.
A new “untitled folder” appears in the
window.
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.
- Open your GroupWise account.
- Click on GroupWise, Preferences.
In the Archive directory field on the General tab,
- Click on the Select directory folder button
at the end of the field.
- Navigate to and click on the gw_arc folder
you created in the steps above.
- Click on the Choose button.
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Archiving Items
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 the 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 Apple key instead of the Shift key.
- Once you have your selection,
- Click on Actions, Move to Archive.
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Exploring the Archives
In the main GroupWise window,
- Click on File, Open Archive.
Your GroupWise window displays the contents of the
Archive.
The word Archive appears above your name in the left
pane of the window.
To switch back to your “active” folders,
- Click on File, Close Archive.
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.
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.
You can delete items from your archive as you would items in your active
mail. 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 08/14/06. Send questions or comments to ITS Training.
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