Archiving E-mail for Windows and Macintosh

All archiving must be done from the network client (the version in the office) and not from the web client (www.gwise.gvsu.edu).

Ordinarily when you look at GroupWise, the titlebar at the top will say:
   Novell GroupWise - Mailbox, or
   Novell GroupWise - Sent Items, or
   Novell GroupWise - Calendar, depending on which folder you have selected in your folder list at left.

Take a look at this and become familiar with how it looks. It will change when you switch to Archive view.

ARCHIVE PATH
To setup a GroupWise archive, you must tell GroupWise where you want to save your archives on your computer. It is highly recommended that you make a new folder in which to store your archives - GWARCHIVE.

To create this, open GroupWise and click Tools menu.
Select Options&.
Double-click Environment.
Click File Location tab.
The first box is for the Archive directory path. Enter the following value in the box:

  C:\GWARCHIVE

Click OK.

You will then receive the message:

   GroupWise
   C:\GWARCHIVE does not exist. Create directory?
   Yes No

Click Yes.
Click Close to close the Options window. You now have a place to store your archives.

Switch between ARCHIVE view and Network/Normal view

ARCHIVE VIEW

Click File menu. Select Open Archive OR within version 6.5, Click ONLINE text above your folders and select ARCHIVE.
Notice the titlebar at the top of the GroupWise window. It now reads:

(Archive) Novell GroupWise Mailbox

EVERYTHING YOU SEE in the Mailbox, Calendar, Sent Items, or any other folder, while you are in Archive view, is stored on the hard drive of your computer. You can access this information ONLY FROM THIS ONE COMPUTER. Please note that you may not view your archives using the GroupWise web client.

NORMAL VIEW

To switch back to the normal view, click the File menu again. Select Open Archive again OR within version 6.5, click the ARCHIVE text above your folders and select your Name.
Notice the titlebar has gone back to reading:
Novell GroupWise - Mailbox

EVERYTHING YOU SEE in the Mailbox, Calendar, Sent Items, or any other folder, while you are in this normal view, is stored on the network. You can access this information via any computer on campus or via the web.

To Archive a single message

To archive your messages means to move the message(s) from the network computer and store them in the archive folder on your office computer.

Start in normal view. Look at the list of messages in your Mailbox. Click once to highlight one message that you wish to archive. From the Actions menu, select Archive. The highlighted message will disappear.

When you switch to Archive view, you will see the message listed in the Mailbox there. (Remember to use the File menu to switch to Archive view by selecting Open Archive.) If you want to send the message back to the normal view (Un-Archive the message), you simply highlight it in the list, and click the Actions menu, then select Archive.

To Archive multiple messages

Begin in normal view. Select multiple messages using one of the following methods:

(A) Click one message in a list to highlight it. HOLD the SHIFT key down while you click the last message in the list that you want. All the messages between the first & last message you clicked are now highlighted.

(B) Click one message in a list to highlight it. HOLD the CONTROL key down while you click any other messages that you want to select, whether they are consecutive or not. Holding the control key allows you to highlight (or un-highlight) non-consecutive messages.

(C) Click one message in a list to highlight it. HOLD the CONTROL key down while you press the letter A on the keyboard. This will select ALL messages in the current folder.

Click Actions menu and select Archive OR right click in a highlighted area and select MOVE to ARCHIVE. Please be patient. This can take some time for all the messages to be moved to your hard drive.

To Auto-Archive

Auto archive will allow you to archive your messages based on how old they are. You can set them to archive after XX days. This will archive ALL message in ALL folders that are older than the number of days you selected. The auto archive happens when you login to the GroupWise client and will archive the messages to the designated archive directory you have set up.

Click on Tools, Options, Environment and select CLEANUP. Under Mail and Phone, select Auto-Archive after xx Days and enter the number of days. You may do the same thing for Appointment, Task and Reminder Note. Click OK. The next time you login to GroupWise, the auto-archive will activate and you may or may not see the task indicated in the task bar depending on how much you have to archive.

You can check your archive folder by going to the ARCHIVE VIEW as described above.

Make Shortcuts on the Toolbar

Point to a blank space on your GroupWise toolbar and RIGHT-CLICK.
You will see the following pop-up menu:

Hide Toolbar
Edit/Create Display Settings&
Properties

Click Properties
The Toolbar Properties dialog box will open.
Click Customize tab.

Set the Archive View button
Under Categories, you will see that File is currently selected.
Under Controls, look for an icon that looks like a filing cabinet with a blue arrow. Click on it once. You will see a Description below that reads:
  Toggle between archived and non-archived items
If you have the correct icon, then drag it up onto the toolbar.

Set the Archive Action button
Under Categories, click once on Actions.
Under Controls, look for an icon that looks like a filing cabinet with a red arrow. Click on it once. You will see a Description below that reads:

Archive the selected item

If you have the correct icon, then drag it up onto the toolbar.

Now you can use these buttons, instead of the commands: File, Open Archive, and Actions, Archive.