Mailbox Management

Why is it Important?

• Each user has a limited amount of mailbox storage space. When your mailbox size reaches 90% full, you will be alerted with a message that your mailbox is reaching the maximum limit. Once you have reached your limit, you will not be able to send any email. Deleting and/or archiving items are your only options to clean up your mailbox. If you are not sure of your mailbox size follow the directions at: How to check your mailbox size.
• Deleting and/or Archiving items saves network space and helps to prevent the e-mail system from slowing down.
• Deleting and/or Archiving keeps your Mailbox uncluttered. Accumulating items in your main Mailbox can make it difficult to find things when you need them. Archived items do not count against your mailbox size!

Deleting

Periodically review your Mailbox to delete items that you no longer need. Don't forget to do the same for the Sent Items folder and any folders in your Cabinet.

To delete items manually:

1. Click on Mailbox folder.
2. In the Main Window, select one or more items > press the Delete key.
3. Repeat this process for each folder that you may have created in the Cabinet. (Items in the Cabinet folders still count against your storage limit)
4. In the Sent Items Window, select one or more items > press the Delete key > select the appropriate Delete From option > click OK
5. Delete trash as needed. The system automatically deletes trash after 7 days, but you can manually delete it as well.

Or, if you prefer, you can delete items by clicking on Tools > Check Mailbox Size. For directions see How to check your mailbox size. This method displays your items sorted by size in descending order, so you have more information to choose the files you want to delete.

Archiving

Use Archive to save mail or phone messages, appointments, reminder notes, or tasks. You can view archived items whenever you need to. You can also unarchive any archived item. You can specify that your items will be archived manually, or automatically on a regular basis.

Moving an item from your mailbox to a folder does not archive it. Items in folders still count against your mailbox storage limit. They are also subject to the Clean Up options you or the administrator specify in Environment Options. (For example, if you specify that your e-mail should be deleted after 30 days, e-mail that you have moved to a folder will also be deleted after 30 days.)

How To Archive an Item in Your Mailbox

For archiving to work, the archive path must be specified. This should already be set for you. If not, contact the Customer Support Desk at Ext. 87995. To verify the path, click on Tools > Options > Environment > File Location.

Archiving Items Manually

1. Select the items in your Mailbox you want to archive.
2. Click Actions > Move to Archive.
3. Alternatively right click the Sender's name and select Move to Archive.

Archiving Items Automatically

1. Click Tools > Options.
2. Double-click Environment > Click the Cleanup tab.
3. Select Auto-Archive After for the item type you want.
4. Specify the number of days after the item is delivered or completed that you want it to be archived.
5. Click OK.

   Note: You may still manually archive items as needed even with Auto-Archive selected.

   

Viewing the Archived Items

1. In the Main Window, click File > Open Archive.
2. Alternatively from the Status Icon Online select Archive

Unarchiving Items

1. Click File > Open Archive.
2. Click the item you want to unarchive > Actions > Move to Archive. This action moves the item back to the Mailbox.
3. Click File > Open Archive or the Status Username to close the archive and return to the main mailbox.

   Unarchived messages are returned to the folder from which they were archived. If the folder has been deleted, GroupWise creates a new folder.

Note: If you delete archived items, don't forget to delete them from the Trash while the Archive is still open.