MANAGING THE SIZE OF YOUR GROUPWISE MAILBOX ON A PC

As a Smith email user, it is your responsibility to keep the total size of your GroupWise mailbox as small as possible. Staying within your alloted quota of email storage space helps GroupWise operate more smoothly for all Smith users.

The GroupWise desktop client for Windows includes a Mailbox Storage Size utility that helps you monitor and manage the size of your mailbox. The utility makes it easy to identify which of your messages are taking up the most storage space, and quickly delete or archive all messages you don't need in your mailbox.

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Using the Mailbox Storage Size Utility

The GroupWise Desktop Client displays the size of your mailbox in the lower border, on the right. To access the Mailbox Storage Size utility, click on the words "Mailbox Size".

The Mailbox Storage Size Information window will open:

The utility organizes your stored messages into four categories: Trash, Sent Items, Received Items, and Posted/Draft Items.  The intial view is always the Trash category.

We recommend using the following procedure to clean up your mailbox:

1. First, select and delete all messages in the Trash category. This is equivalent to using the "Empty Trash" option in the main GroupWise window.
   
   Note: When you click the Delete button, you will see a window alerting you that "items deleted and emptied will not be recoverable" and asking if you want to continue. Click Yes.
   
   
   
2. Next, click on the Sent Items category. Note that messages are displayed in order from largest to smallest. 
   
   Delete all the messages you can in this category, paying particular attention to messages with a paper clip icon beside the envelope icon. These messages have attached files (i.e., Word documents, Excel spreadsheets, pictures, etc.) and can be very large.
   
   
   
   Whenever you send a message with an attachment, GroupWise automatically saves the attachment with the message in your Sent Items folder. This can waste a lot of space, since you probably already have a copy of the attached file saved on your hard drive or network drive.
   
   Note:  If you want to save a file attached to a message before you delete the message, click here for instructions.
   
   
   
3. Next, click on the Received Items category. Be careful, because "Received Items" includes all the messages stored in all the folders in your entire mailbox (except Trash and Sent Items).
   
   DO NOT delete all your Received Items, since this will cause you to lose all your stored messages.
   
   Instead, use the Mailbox Storage Size utility to locate and deal with only the largest messages in your Received Items category. Archive older ones that you want to keep, and delete the ones you don't need. (To review the content of a message, just double-click on it.)
   
   
4. Close the Mailbox Storage Size window, then use your regular mailbox view to go through your messages and folders. 
   
   Delete or archive everything you can. Archiving moves messages from your active mailbox to your H: drive, and is a quick way to reduce your mailbox usage amount. For more information about archiving, click here.

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To save an attachment before you delete its associated message:

1. Open or select the message.
   
   
2. Click on the File menu and choose Save As.
   
   
3. When the Save As window opens, browse to the location on your computer where you wish to save the file and hit the Save button.
   

Remember that GroupWise keeps a copy of every message and every attachment you send or receive on the server. After you save an attachment to your computer, be sure to delete the associated message.

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Archiving Messages

You can store older email messages on your computer using the Archive feature of the GroupWise desktop client. See: Archiving your GroupWise messages.

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