Directions for Archiving Groupwise Data

NTS supported GroupWise email accounts are contained on Post Offices that are subject to a 180 day email and 730 day calendar (appointments, tasks and notes) cleanup policy.

The GroupWise system evaluates the age of messages to see if they exceed 180 or 730 days and removes any that meet this criteria.  Once these messages/calendar entries are deleted, they cannot be recovered.  This includes any messages in your cabinet, sent items folder and any shared folders.  Items left in the trash will also be deleted from the system.  Messages can be kept past the 180 day or 730 day expiration policy by archiving.

It is recommended that archive files be stored on a network drive instead of your local hard drive, which will prevent email data loss in the event of a hard drive failure.

All actions are done from the main GroupWise window.

Before archiving items, you must first set up a directory to store the items. To specify a directory for your archived items:

1. Click Tool
2. Click Options
3. Double-click Environment
4. Click the File Location tab
5. Specify a path in the Archive directory text box. We recommend creating a folder on your “H” drive (home drive) so your files will be backed up. To do this, type “H:\archive”. If this folder does not exist, you will get a message asking if it's okay to create it. Click OK.  Do not include the quotes when typing in the directory information.  The backslash is located above the enter key on the right hand side of the keyboard.
6. Click OK
7. Click Close

To begin archiving email, highlight the email that you want to archive.  Right click and choose Archive.

OR

1. Select the items in your Mailbox you want to archive
2. Click Actions
3. Click Archive. 

Note: Folders that contain the messages are automatically recreated in the archive.

To view the items in your archive mailbox, click on File.  Click on Open Archive.  To go back to your regular mailbox, click on File and click on Open Archive again to remove the check mark.  You can read or print the items but you cannot reply to or forward items. You cannot track the status of any item you have archived.

To archive your Calender, right click on Calender.  Click on Properties.  Click on the Display tab.  In the View By box, click the down arrow and choose Details.  Highlight events to archive and repeat process used to archive email. 

To archive an item in your Sent Items folder:

(You must first create a Sent Items folder in your archive)
Note:  Sent items are subject to the same 180 day cleanup policy

1. Open your Archive (as explained above)
2. In the Folder List, click File, New, Folder
3. Click Find Results Folder, Click Predefined Find Results Folder, click Sent Items, click Next
4. Click Up, Down, Right, or Left to position the folder where you want it in the Folder List
5. Click Finish
6. A Sent Items Folder will appear and now you can begin archiving Sent Items.

You can only view your archive when you are connected to the network. If you need to forward the archive mail you need to go into your archive and right click the message and uncheck archive. It will then be placed back into your mailbox.  If it is older than 6 months, it will be deleted on Saturday Night.

To unarchive items:

1. Click File
2. Click Open Archive
3. Click the item you want to unarchive
4. Click Actions
5. Click Archive
6. Click File
7. Click Open Archive to return to the Main Window