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Archiving E-mailin

GroupWise

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Demonstration Menu(Click to Select)

Archiving Messages

Retrieving Archived Messages

What is Archiving?

Troubleshooting

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What is Archiving?

• Archiving is a way of saving E-mail messages.

• When you archive an item, it is saved in your archive mailbox instead of your regular GroupWise mailbox. Archiving items prevents them from being permanently deleted by the system administrator.

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Why Archive an Item?

To reduce the size of the central post offices, the system administrator will be deleting any E-mail messages in your GroupWise mailbox that are over 90 days old.

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This deletion will occur every Friday

Try to delete or print out as many unnecessary E-mail messages as possible.

The rest should be only work-related, necessary E-mails. They will be saved in your personal archive database located on your F: drive.

When will this occur?

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Archiving a Message

Note: The following method described here is one of severalways to archive messages. We recommend this way in orderto avoid later confusion when trying to retrieve archived messages. This method utilizes Folders to ensure organization.

The tutorial assumes that you know how to createFolders in the GroupWise Filing Cabinet. If you do not know how to create Folders, click to view a Demo.

Folder Demo Proceed

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Creating Folders to Store E-mail in GroupWise

Step One:

Click on the Cabinet

Step Two:

Click on File and Select New and then Select Folder

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Click

Step Three:

Type in what you want to name the new folder. Click Next.

Note: To move where the folder appears on the list, click and drag it to the location.

Step Four:

Click Finish

Note: If you want to add properties, type them in the box.

Click

Go to Archiving

Demo

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Archiving Your Messages

Step One:

Open the folder that contains the messages you want to archive

Step Two:

Select the message(s) you want to archive.

To select more than one, hold down the control key while you click.

Click

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Step Three:

Click on Actions and then click on Archive

Click

Click

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Retrieving Archived Messages

Step One:

Click on File

and click Open Archive

Click

Important:Open Archive is a Toggle button, which meansthat you click it to Open Archive and you click it again to get out of the Archive.

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To Exit Archive, Click on File and Click on Open Archive

Step Two:You will be in the Archive Mailbox. Click the Folderyou want to View.

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Important: • Pay close attention to when you enter and exit Archive. • The bar at the top of the Window is your only indication of where you are in GroupWise. • Don’t sit in Archive all day and miss out on all of your new messages!!

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Can’t find your Archived E-mail??

• Technically, you can archive an E-mail message that is anywhere in your GroupWise account, whether the message is already filed in a folder or just sitting in your mailbox.

• If you open a folder and archive a message from that folder, a corresponding folder will be created automatically in your archive directory and the message will be archived in that folder.

HOWEVER...

• If you archive a message that is not filed in a folder, it will be “sent” to your “Archive” mailbox, not filed in a an archive folder. Remember, you will only see archived messages when you are in the archive mailbox. This is denoted by the bar at the top of the window. They can stay in the mailbox, or you can file them in folders.