BASIC PROCEDURES FOR ARCHIVING GROUPWISE MAIL

Archiving E-mail in GroupWise

The purpose for archiving items in GroupWise is to take information from the UCF GroupWise server and place it on the College of Education server or your local hard drive. Archiving is a great way to keep your mail for longer than 6 months. It also helps to save space on the GroupWise servers and improve performance. The archived information can be retrieved at any time if needed.

The following document will walk you through the steps of

I. Setting up an Archive Location

Choose a location to archive your information, either the College of Education server or on your local computer drive. It is highly recommended that you save the archives on the H: drive to make sure the archives are backed up every night.

1. To choose a location, where GroupWise will store your archive, click the GroupWise Tools Menu
2. Click Options
3. Click Environment

4. Click the File Location Tab

5. If your Archive Directory is blank pleasetype in the path where you want your archive to be located. It is highly recommended that you create an archive directory on the home directory on the server to make sure the archived e-mails are backed up. To do that type H:\Documents\GWArchive on the Archive Directory field.

6. Click OK. If the folder doesn’t exist, you will be asked if you want to create it. Click yes if you want GroupWise to create a folder to hold your archived messages.

7. Click Close

II. Setting up Automatic Archiving

You can set GroupWise to automatically archive information. Once this is set up, GroupWise will automatically archive your old information to the specified archive location.

1. Make sure you have already set up an archive location (Step I)

2. Click the GroupWise Tools Menu

3. Click Options

4. Double Click Environment

5. Click the Cleanup Tab

6. Under Mail and Phone, Click Auto-Archive After

7. Chose an amount of time in days (Note: mail is automatically deleted after 180 days. Choose an amount less than 180 days. 120 days is a good choice.)

8. Under Appointment, task, and reminder note, Click Auto-Archive after. It is a good idea to archive old appointments, tasks and reminder notes also. The GroupWise archive can be set for a maximum of 180 from the due date of the item. It is recommended that you set this to 150 days.

9. Click OK

10. Click Close (archiving will begin next time you start GroupWise)

11. To view your archive, Click the File menu and choose Open Archive. (Archiving will not begin immediately therefore, your archive will initially be empty!)

III. Viewing Archived Items

To view the archived mail follow the steps mentioned below. You can also take items from the archive and put them back in your active mailbox.

1. From GroupWise click the File Menu

2. Click Open Archive (Notice once this is done, the title bar at the top should say [Archive]–GroupWise–Mailbox. You are now looking at the contents of your archive, and can read any archived messages and their attachments)

3. Select any messages that need to be restored by selecting the message.

4. Click the Actions Menu then click Archive. This will move the selected messages from the archive back to your main GroupWise mailbox.

5. Click the File Menu then Open Archive to close the archive and return to the main mailbox.