Managing Your GroupWise Messages

Daily Cleanup Routine

Adopt management strategies for your E-mail, including your Mailbox, and Cabinet Folders, Archives, and Trash. For example, to keep your Mailbox and Archive from growing too large, delete un-needed messages as you read them. That way, the only things that will be archived are the ones you really intended to keep anyway. In other words, treat your e-mail messages like you do your paper mail or phone messages. Just as you don't keep notes for every phone call or every piece of mail, don't keep every e-mail you receive, either. Also, if you delete messages as you read them, you can set your preferences to hold on to the deleted messages (in the trash) for a few days, in case you change your mind.

Using your Archive Directory

Note: On a PC the location of your Archive is automatically set to your Home Directory. Macintosh users need to set the Archive location manually. The instructions for doing so are here

Setting your Cleanup Options

Depending on how you like to manage you mail messages, you can automate most of the cleanup process. By default you have to manually archive your messages, but you can set your preferences to auto-archive your messages. Be sure to go through your Archive from time to time and clean it out, as well.

Auto-Archiving works best if you maintain a "clean" mailbox. The best way to do that is to deal with new messages right after you read them. If you know you don't need to keep the message then delete it right away. If you know you do want to keep it then move it into a folder right away. Keeping less than 200 messages in your main Mailbox will keep GroupWise running faster. Messages moved into folders will also be Auto-Archived if you set Auto-Archiving in your Cleanup Preferences. Your Archive will maintain your Folder structure the same as your Mailbox. Both Received and Sent items can and should be Archived.

Cleanup Options - Windows

0. Select Options from the Tools Menu.
1. Double click on the Environment icon.
2. Click on the Cleanup Tab.

   

Cleanup Options - Macintosh

0. From the Edit menu select Preferences.
1. Click on the Environment icon.
2. Select Cleanup from the popup menu that says "General".

   

Cleanup Options - Recommended Settings

Mail and Phone

These settings affect your mail messages.

The default is to Manually Delete and Archive

We recommend that you set these to Auto-Archive after 60 days

Note: This method automatically archives items that have been sitting in your Mailbox for 60 days. You can make this number of days whatever you feel is best. We recommend setting it between 14 and 90 days.

Appointment, Task, and Note

These are your Calendar items.

The default is to Manually Delete and Archive

You can also set these to Auto-Archive if you need to be able to refer to your old appointments.

Most people will find that Auto-Delete after 30 or 60 days works well.

Empty Trash

This controls how long messages sit in your trash from the time you delete them until they are purged.

The default is Automatic after 7 Days.

This is also the recommended setting.

Archiving and Deleting Messages

Open each of your folders in turn and follow these steps:

1. Set the view to both Received and Sent Items:
   Select "All Items" from the Display popup in the toolbar.

   Select messages you want to delete or archive:

   To select a single message, click once on it in the list

   To select more than one message at a time, hold down the Control key (Command key on a Mac) on your keyboard while clicking on individual messages.

   To select a whole group of messages, click on the first message in the group, then hold down your Shift key while clicking on the last message you want. This selects the first and last item you clicked on, and everything in between.

   Delete un-needed messages:

   After selecting the appropriate messages,

   Either press the Delete key on your keyboard,

   Or use the Menu bar to choose Actions . . . Delete.

   Archive messages that you want to save but don't need day-to-day access to:

   After selecting the appropriate messages,

   Use the Menu bar to choose Actions . . . Archive.

Working with your Archive

To view messages you have archived:

From the File menu select Open Archive.

To go back to your regular un-archived messages:

From the File menu select Open Archive a second time. (Close Archive on a Mac).

Un-Archiving a message:

If you want to Reply to or Forward an Archived message you will have to Un-Archive it first.

Select the message in the list of messages and choose Archive from the Actions Menu to move the message back from your Archive to your normal Mailbox. (Note: on a Macintosh select Unarchive from the Tools Menu

Cleaning up you Archive

Deleting messages from your Archive

Just move them to the Trash as you do for your normal Mailbox. However, if you have cleaned up your GroupWise Archive file recently by deleting messages that you no longer want to keep in the archive, you might not have noticed that these deleted messages just go into the trash. Unfortunately there is not a way to automatically set trash deletion for the Archive file. You must manually delete messages that are placed in the trash folder. You can do this easily by highlighting all of the messages you wish to delete and pressing the delete key. This may take awhile if there are lots of messages. Please call the Help Desk if you have any questions before performing this delete process.