How to Archive GroupWise

3Dspacer

How to set up an archive directory

If you have never archived your mail and do not have an archive directory= set up, then follow these steps:

Log into the Gro= upWise software client.
Go to Tools, Opt= ions, Environment.
Select the File Location tab.
In the box that = says Archive directory, type in H:\GWArchive (or whatever name you want t= o call it )
If it asks you d= o you want to create the directory, say yes.
If it then asks = if you want to move your current archive to the new directory, say No.=
Click OK to clos= e the dialog box.

Top of page

How to archive your email

If you've never archived before, test this by archiving ONE email and mak= ing sure that you can see it in your archive before going ahead and mass archiving.

Log into the Gro= upWise client software.
Make sure you ha= ve an archive directory specified by going to Tools, Options, Environment = and selecting the File location tab. If you do not have an archive direc= tory specified, please follow the instructions abo= ve to set that up.
Once you have confirmed that you have an archive directory set up, go to your mail= box.
Select one (or several) message in your mailbox (or folders). (NOTE: Follow these instructions to select multiple messages.)
Go to Actions and select Move to Archive.
If you selected = only one message, then it should disappear rather quickly from your mailb= ox. If you selected several, it may take a few minutes.
To make sure your message(s) archived correctly, go to File and select Open Archive.
Your archive mai= lbox should appear with the message(s) that you just archived. (Plus all = of the others if you have been maintaining an archive.)
To get back to y= our active mailbox, simply go to File and select Open Archive again.

NOTE: You need to archive the messages in your folders also. Just moving them to a folder DOES NOT archive them!

Top of page

<= strong>How to select multiple emails for archiving or de= leting

Go to your mailb= ox or one of your folders in your cabinet.
To select everyt= hing in your mailbox or folder, go to Edit and choose Select All.
To only select a= block of messages, go to the top of your screen, hold down your Shift key = and hit the Page Down key until you've selected all of the messages that= you want.
To select specif= ic messages that may not be in order, hold down the CTRL key and click = on the specific messages that you want.
Once you've sele= cted your messages, go to Actions and select Archive or hit the Delete ke= y to delete them.

NOTE: You will need to archive messages stored in folders by individual folder - unfortunately you cannot select multiple folders and archive them that way.

Top of page

How to archive your Calendar items

Highlight the Ca= lendar Folder and right click on it.
Select Propertie= s and click on the Display Tab.
Locate the View = By box, change it from Calendar to Details and click "OK" twi= ce.
( This will display a list of your calendar items in a message t= ypes format instead of a calendar format.)
From this listin= g, select the items you want to Archive or delete.
If you are Archiving the selected items:
Click on Actions= =3D> Move to Archive

(Once you are done, you must change the vi= ew to calendar by:)

Highlight and right-click on the calendar and Select Properties and click on the Display Tab.
Locate the View = by Box and change it from Details to Back to Calendar.
Click OK

Top of page

How to set up automatic cleanup options for mail and calendar items

Log into the Gro= upWise client software.

Go to Tools, Opt= ions, Environment and select the Cleanup tab.

Under Mail and P= hone, either leave it at Manual or set it to auto-delete or auto-archive a= fter a certain number of days. Be careful with this one! It might be best= to leave it at manual so that messages you want won't suddenly get dele= ted.

Under Appointmen= t, task, and reminder notes, I would recommend setting it to auto-delet= e or auto-archive after 60-120 days. This is for all of your calendar ite= ms.

Under Empty Tras= h, please set it to automatically empty after 3 days (or shorter if possible). Messages in the trash still take up space on the server - they are only completely removed when the trash is emptied.

Top of page

How to create Sent Items Archive folder

Note (Before creating a Archive Sent Item folder, Archive directory must be created or an error message, "No Archive p= ath has been specified" will be displayed.) = instructions on how to create a Archive directory

Launch GroupWise (Client), from the menu bar, click on file.

Click on Open Ar= chive, which will open your Archive Directory.

Click on File an= d then New

Click on Folder,= then click on "Find Results Folder"

Click on "Predefined find results folders" then Select "All Se= nt Items"from the window

Click on the next button and then on Finish which will create a Sent Item folder.=

Note: After creating Archive Sent Items Folder, log out of Archive Directory by clicking on file from the Group Wise menu bar, then Uncheck Open Arhive which will bring you back into original mail box. Instructions on how to select multiple messages for Archiving

Top of page

<= span style=3D'color:#9E1B33'>How to use the Find Option to archive by date ran= ge

Note: Archive Directory must be created before archi= ving Find mail. See: How to create a Archive direc= tory
Note: Archiving using the Find Command is a two step process.

( 1st Step ) Creating a archive folder.

Launch Group Wise client software, click on Edit =3D> Folders...<= /li>
Folder window wi= ll display, click on New =3D> Personal folder =3D> next.

Name your Archive folder, ( example, Archive_1_02_12_02 ) and click on next.

Create Personal = folder window will display, click on Finish.

( 2nd step ) Using the Find Option to find mail by date.

From the toolbar, click on Tools =3D> Find.

Click on the Fin= d tab, select"Created or delivered between:" from the Da= te range and manually change the dates of the search.

Double click on = user name ( house icon ) which will expand and display Group Wise folders= .

Select folder(s)= for Find Options to search and click on OK.

Highlight mail(s= ) that need to be archive. how to select multiple mes= sages for Archiving

Point your mouse pointer on the highlighted mail(s), left click and hold down mouse button and drag mail(s) into new created folder.
Double click on = New Folder which will display mail(s).

Highlight mail(s= ) and right click on mouse button and select Move to Archive.

Note: To make sure your message(s) archived correctly, g= o to File and select Open Archive. Your archive mailbox should appear with the message(s) that you just archived.

size=3D2 width=3D"100%" align=3Dcenter>