2. LEARNING CENTER Archiving E-mail in GroupWise

3. LEARNING CENTER Demonstration Menu (Click to Select) Archiving Messages Retrieving Archived Messages What is Archiving? Troubleshooting

4. LEARNING CENTER 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.

5. LEARNING CENTER 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.

6. LEARNING CENTER 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?

7. LEARNING CENTER Archiving a Message Note: The following method described here is one of several ways to archive messages. We recommend this way in order to avoid later confusion when trying to retrieve archived messages. This method utilizes Folders to ensure organization. The tutorial assumes that you know how to create Folders in the GroupWise Filing Cabinet. If you do not know how to create Folders, click to view a Demo. Folder DemoProceed

8. LEARNING CENTER 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

9. LEARNING CENTER 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

10. LEARNING CENTER 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

11. LEARNING CENTER Step Three: Click on Actions and then click on Archive Click

12. LEARNING CENTER Retrieving Archived Messages Step One: Click on File and click Open Archive Click Important: Open Archive is a Toggle button, which means that you click it to Open Archive and you click it again to get out of the Archive.

13. LEARNING CENTER To Exit Archive, Click on File and Click on Open Archive Step Two: You will be in the Archive Mailbox. Click the Folder you want to View.

14. LEARNING CENTER 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!!

15. LEARNING CENTER 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.