Archiving GroupWise on a Mac
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Table of Contents
Introduction
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.
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.
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 Archive
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 and it won't work.
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.
If you do archive to your local drive, make sure you back it up!
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.
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 (yellow) at the end of the field.
- Navigate to and click on the gw_arc folder you created in the steps above.
- Click on the Open button.
The path to your gw_arc folder appears in the Archive directory field.
Note: You may get an error message about “attempt to access controlled feature denied.” This happens with any adjustment to the GroupWise preferences but can be ignored as your changes will still take effect.
- Close the GroupWise Preferences window.
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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 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.
To archive a calendar item,
- Click on the item in Day, Week or Month view.
- Click on Actions, Move to Archive.
Note: If you have multiple items for a day, you will have to archive each one separately.
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.
- On the General tab, click on Cleanup.
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.
You can ignore any error message GroupWise comes up with about accessing controlled features. It will still work.
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Exploring the Archive
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, 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.
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 11/21/08. Send questions or comments to ITS Training.
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