ARCHIVING YOUR GROUPWISE MESSAGES

This document explains how to use manual and/or automatic archiving to save older messages in a separate GroupWise archive. For staff and faculty connected to the Smith network, the recommended archive location is your home directory (H: drive). For students, the recommended location is your local hard drive (C: drive).

ITS policy on message deletion and archiving
Specifying your archive location
Archiving messages manually
Setting up automatic archiving
Viewing your archived messages

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ITS Policy on Message Deletion and Archiving

ITS does not automatically delete any GroupWise messages other than those in your Trash folder, which are automatically deleted after 14 days. This means that users are responsible for deleting all messages they no longer need to avoid overloading the storage capacity of our email servers with old messages.

If you want to save some of your older messages but still keep the size of your mailbox small, the best solution is to archive older messages using the GroupWise desktop client. Full instructions are provided below.

Note: You cannot use GroupWise WebAccess to set up archiving or access your archived messages - these functions require the GroupWise desktop client. To install the GroupWise desktop client on your computer, go to: http://www.smith.edu/smithsoftware

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Specifying Your Archive Location

To use archiving, you must first specify the location where messages will be archived. The archive location is preset to the correct folder by default for most users, but it is important to confirm that the setting is correct. To do this:

1. Open the Tools menu and select Options.
   
   
2. In the Options window, double-click on the Environment icon.
   
   
3. In the Environment window, click on the File Locations tab.
   
   
4. In the Archive Directory Path field:
   
   
   1. Faculty and Staff, enter:  h:\groupwise\archive
      
      
   2. Students, enter:  c:\groupwise\archive
      
      Important: Since your archive is on your C: drive, you must always use manual archiving.  Do NOT use automatic archiving.
      
      
5. Click OK to close the dialog boxes.
   
   
6. Faculty and Staff: Your next step is to decide whether you want to archive your messages manually or have the system archive them automatically. Both procedures are explained below.

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Archiving Messages Manually

If you want to archive just one message, right-click on it and select Archive from the shortcut menu.

GroupWise will move the message into a folder in your archive with the same name as the mailbox folder the message came from. If a folder with that name does not already exist in your archive, it will be created automatically.

To archive more than one message at a time, select all the messages you wish to archive and right-click on any of them. Choose Archive from the pop-up menu, and all the selected messages will be moved to your archive.

Warning: Do not attempt to open your encrypted archive files or folders using any application other than the GroupWise client. You may corrupt your archive and make it completely inaccessible.


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Setting Up Automatic Archiving

If you decide to use automatic archiving, it is your responsibility to ROUTINELY DELETE UNNEEDED MESSAGES from both your mailbox and your archive.  Otherwise, email archives become very large and begin to affect system-wide performance.

Note: If you set up your archive on your C: drive, do NOT use automatic archiving. Instead, always use manual archiving.

To set up automatic archiving:

1. Click on the Tools menu and select Options.
   
   
2. In the Options window, double-click on the Environment icon.
   
   
3. In the Environment window, click on the Cleanup tab. The illustration below shows the Cleanup dialog tab as it appears on a Windows computer.
   
   
   
   
4. In the Mail and phone section at the top of the window, click on the Auto-archive after radio button and select a number of days.  All messages that remain in your mailbox for this many days will be automatically moved to your archive .
   
   
5. Click OK.

Important: The auto-archive process runs only when you use the GroupWise desktop client.  If you routinely use GroupWise WebAccess, your messages will not be auto-archived until you use the desktop client.

GroupWise Calendar Users: The "Appointment, task, and reminder note" section of this window allows you to set the archiving for the calendar portion of GroupWise in the same way that you did for email.

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Viewing Your Archived Messages

1. In the main GroupWise menu, click on the File menu and select Open Archive.
   
   
2. The message list will change to show all the messages in your archive. If your archive is stored on your H: drive, note that you must be logged into the network to view the archive.
   
   
3. To return to your normal view, open the File menu and select Open Archive again.
   
   

Important note for GroupWise WebAccess users:
You cannot access your archived messages using GroupWise WebAccess. You must use the GroupWise desktop client to read your archived messages.

If you attempt to open the encrypted archive files or folders using any application other than the GroupWise desktop client, you may corrupt your archive and make it completely inaccessible.

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