Macintosh OS 10.3.9 and
OS 10.4 users: This document explains how to use archiving to save older GroupWise
messages in an archive on your hard drive. Students should not attempt to archive
messages in a Student Resource Center using GroupWise on Macintosh comptuers.
ITS Policy on Message Deletion and Archiving
Setting Up Your Archive Location
Manually Archiving Messages
Setting Up Automatic Archiving
Viewing Archived Messages
ITS Policy on Message Deletion and Archiving
ITS no longer automatically deletes any GroupWise messages other than those in your Trash
folder, which are automatically deleted after 14 days.
This means that users are now responsible for routinely deleting all messages (including
Sent Items) they no longer need, to avoid overloading the storage capacity of our GroupWise
servers with old messages.
If you want to keep older messages, then you must archive them
to your hard drive. You can archive messages manually, using the GroupWise Macintosh client.
Full instructions are included in the sections below.
Note that you cannot use GroupWise WebAccess to set up archiving or read archived messages.
These functions require the GroupWise desktop client. If you attempt to open the 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 Your Archive Location
To use archiving, you must first specify the location where messages will be archived.
The archive location is blank by default, and as a Mac user you will set your archive
to a hard drive location. To
do this:
- Open the GroupWise menu and select Preferences.
- In the General window, select the Archive Directory
Browser Folder.
- Browse to the following location: your
home/documents/.
If you don't see a gwarchive folder click on the New Folder button located in the lower left hand corner to create a New Folder. Type the name gwarchive.
Now select the gwarchive folder, then click Open. Your Archive Directory path should look like this:
/Users/yourname/Documents/gwarchive
Note: If you setup the Archiving to your network drive using the Macintosh Client you will receive the GroupWise Error message: Attempt to access controlled feature denied.
- Click Apply.
- The default is Manual delete and archive.
- Click the Cleanup tab to verify the archive settings.
Procedures for Manual and Auto-archive are explained in the following sections:
- Click Apply if you make any changes.
Manually Archiving Messages
The first time you archive a message or messages, a folder will be automatically created in
the gwarchive directory. All your archived messages will be stored there.
To archive one message, hold down the Control key and select the
message. Choose Move to Archive from the short cut menu.
To archive more than one message at a time, select the messages using the Shift key and click. When you are done selecting hold down the Control key and click on a select message. Choose Move to Archive from the shortcut menu.
The message or messages will be moved to an archive
folder with the same name as the folder that the message came from. You do not
have to create a duplicate file structor as GroupWise will automatically create folders
as needed.
Important note for GroupWise WebAccess users:
You cannot access your archived messages using the current version of GroupWise WebAccess.
You must use the GroupWise client to read your archived messages.
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Setting Up Automatic Archiving
Note: If read your mail from any other computer with the GroupWise client DO NOT use automatic
archiving. Instead, always use manual archiving. Otherwise your mail will be archived on
more than one machines hard drive.
- Click on the GroupWise menu and select Preferences.
- Select the CleanUp tab.
- Use the Mail and phone section at the top of the
window to set your personal delete and archive settings. (Note that your settings
will not affect the system-wide policies described above.)
- Click on the Auto-archive after radio button and
enter a number of days less than 180.
- Click OK.
Please Note: The auto-archive process occurs only when you open the GroupWise client. It
will archive any message or messages older than the date you specified in the Auto-archive
settings.
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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- In the main GroupWise menu, click on the File menu
and select Open Archive.
- The message list will change to show all the messages
in your archive.
- To return to your regular mail, open the File menu
and select Open Archive again. This is a toggle in and out of Archive.
