MANAGING THE SIZE OF YOUR GROUPWISE MAILBOX ON A MAC
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.
To manage your mailbox
usage using the GroupWise desktop client for Mac*, follow the instructions below.
Determine your mailbox usage percentage
Clean up your mailbox using the desktop client for Mac
*Note: The GroupWise desktop client for Windows includes a Mailbox Storage Size utility
that is not available in the Mac desktop client. 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. Note your Mailbox Usage percentage in the upper right corner, as shown below.
If your mailbox usage is close to 60%, it's time to to clean up your mailbox. The easiest
way to do this is to quit GroupWise WebAccess by clicking on Logout, and return to the GroupWise
desktop client for Mac.
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Clean Up Your Mailbox using the GroupWise Desktop Client for Mac
First, select and delete all the messages in your Trash folder.
GroupWise automatically retains all items you place in your Trash folder for 14 days, unless you delete them manually. That's why "empyting the trash" is a quick way to free up more mailbox space.
Second, delete all the Sent Items you can, especially those with attachments.
When you send a message with an attachment, GroupWise automatically saves the attachment along 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. To assist in cleaning up this folder:
- Most users have three column headings in their Sent Items message list: From or Name, Subject,
and Date. You will need to add the Size column, as follows:
- Control+Click on any column heading, and select More Columns from
the menu.
- The next window displays Available columns and Selected
columns. To add the Size column, select Size on the left
and click
the Add button. The result is shown below.
- Control+Click on any column heading, and select More Columns from
the menu.
- Sort your Sent Items by size. Once you
have the
Size column showing in the Sent Items message list, first click on the Size column-head
to sort your messages in ascending order (smallest to largest), then
click again to sort them in descending order (largest to smallest.)
When you're done, your Size column head should look like this:
- Starting with your largest Sent messages (typically, ones with
attachments), delete as many as possible.
Note: When you're done, you may wish to click on Date column-head to sort your messages by date instead of size. This type of sorting is very quick.
Third, delete all the received
items you can, especially those with attachments.
Received items consist of all the message in your main mailbox, plus all the messages in
your Cabinet folders.
- Start by adding the Size column to the message list for each folder you plan to
clean up, (as described
above), and sort each folder in descending order by size.
- As you scan each message, consider the following options:
- You may decide that the
message and attachment need to stay right where they are.
- If you've already download the attachment to your hard drive or network drive, you
may decide you can safely delete the message and attachment.
- If you want to retain the message (and its attachment), but it's not in active use, you can archive the message to free up more space in your active mailbox. For instructions, click here.
- You may decide that the
message and attachment need to stay right where they are.
Fourth, go back to your Trash folder.
Select all the messages there one more time, and delete them.
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