Smith College Technology And Resource Adviser

MANAGING YOUR MAILBOX IN GROUPWISE WEBACCESS

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.

Follow the procedure below to reduce your mailbox usage amount using GroupWise WebAccess*:

Determine your mailbox usage percentage

Empty the Trash

Delete Sent Items

Clean up Received Items

Save attachments

Archive

*Note: The GroupWise desktop client for Windows includes a Mailbox Storage Size utility that is not available in GroupWise WebAccess. If you would like to use that utility, log on to a Windows computer connected to the Smith network and open the GroupWise desktop client. Click here for full instructions.

Determine your Mailbox Usage Percentage

Using an internet browser, log into GroupWise WebAccess. Your Mailbox Usage percentage is displayed in the upper right corner of the main window, as shown in the example below.

If your mailbox usage is close to 60%, it's time to to clean up your mailbox, as described below.

Back to top >

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

First, empty the Trash.

Note that you should empty the Trash again after deleting any sent or received items.

Select the Trash Icon from the folder list on the left.
Click the Empty Trash button.
The warning window lets you know that items purged are unrecoverable.
Click OK to empty the trash.

Second, delete as many Sent Items as you can.

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.

Select Sent Items from the folder list on the left.
Look for items that show the attachment icon (paper clip).
Place a check mark beside the messages that can be deleted.
Click the Delete From This Mailbox button located just above the headings.
Click the Display Next button at the bottom of the screen to view the next group of messages.
Depending on how many sent items you have, you may have to repeat the cycle of deleting and displaying several times.
When you are done, empty the trash again.

Third, clean up your Received Items.

Received items include all the messages in your Mailbox, plus all the messages in your Cabinet folders. The largest messages in your Mailbox and Cabinet are typically those with attachments, so start by examining all messages with attachments.

For each one, decide whether you need to keep it as is, can delete it entirely, or can delete it after you save the attachment on your hard drive or a network drive.

To save a file attached to a message before you delete the message, follow the instructions below.

Firefox users: Firefox has a default "save to" location for files, so check that first and change it if you wish, as follows:

Open FireFox.
Windows: Open the Tools menu and select Options.
Mac: Open the Firefox menu and select Preferences.
Windows: In the Options window, click on the Main button at the top left.
Mac: In the Preferences window, click on the Downloads button.
Locate the Downloads area in the center of the window.
The default location for saved files is your Desktop. If you would like to save all your files in a different location (such as a specific folder on your hard drive), click on the Browse button and navigate to the desired location.

Alternatively, click on Always ask me where to save files, so you can pick a specific location for each file you save.

All users:

Open the GroupWise message that has the attachment.
In the Attachments line, click on Save As.
When the Save As window opens, select either Save or Save to Disk, then navigate to the location where you want to save the file.
After you save the attachment to your computer, be sure to delete the associated message.
When you've finished deleting messages, go back and empty the trash one more time.

Archiving Messages

If you have the GroupWise desktop client installed on your computer, you have the option to store ("archive") older email messages on your computer using the Archive feature. For more information about archiving messages on a Windows computer, click here. Mac users, click here.

Note that you cannot add messages to an archive or view previously archived messages using GroupWise WebAccess.