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Managing Your GroupWise Mailbox Size

At North Central College, there is a limit to how much email storage a user has. Students have a quota of 500mb and Faculty, Staff have a quota of 2GB.  Here are some tips on how to keep your Mailbox a manageable size. 

  • Messages in your Inbox, Sent Items, Cabinet Folders,Calendar, and Trash all count towards your Mailbox quota. If you are reaching your Mailbox quota, try deleting emails from your Sent Items.
  • Look for emails with large attachment files to clear space in your Mailbox. You can view your emails by size in Webmail or in the Groupwise Client.
  • Once you reach your Email quota, you will still be able to receive emails but be unable to send emails

Viewing your Mailbox Storage:

Webmail:

You can view your Mailbox storage in Webmail by looking in at the storage icon located in the top-right corner of Webmail. If this icon is red, you are close to your storage quota and need to delete or archive some emails.

Groupwise Client:

You can also view your Mailbox Storage using the Groupwise Client by navigating to Tools->Check Mailbox Size. You can check what your current mailbox size, what your max storage limit is, and view your storage size by folder.


Email Archiving:
To help reduce the size of your mailbox, you can opt to archive your messages.  Archived messages can be easily retrieved.  You have the option of manually archiving messages, or you can opt to archive on an automated schedule. You can only archive emails using the Groupwise Client on a Campus Computer and it is available on Mac OS and Windows. Please follow the steps below for the archiving method you wish to use.

Windows
Mac OS

 

Windows

Specifying where Archives are Stored

  1. 1. Click Tools -> Options.
  2. 2. Double-click Environment, and then click the File Location tab.
  3. 3. Specify the location of your archive directory in the Archive directory field.
  4. 4. Click OK.

Manually Moving an Item to the Archive

  1. 1. In your Mailbox, select the items you wish to archive.
  2. 2. Right-click on the message and select Archive
  3. Note: If you archive a sent item, you will not be able track the status of that item

Archiving Items Automatically

  1. 1. Click Tools -> Options.
  2. 2. Double-click Environment, then click the Cleanup tab.
  3. 3. Select Auto-archive after: for the item type you wish to auto-archive.
  4. 4. Specify the number of days after the item is delivered or completed that you would like it to be archived.
  5. 5. Click OK.

Viewing Archived Items

  1. 1. In the Main GroupWise window, click File > Open Archive. (Open Archive will become checked)
  2. 2. To return to your mailbox, click File-Open Archive. (Open Archive will become unchecked)

 

Mac OS:

Setting up an Archive Location

  1. To choose a location, where GroupWise will store your archive, click the GroupWise Edit Menu
  2. Click Preferences.
  3. Click Environment.
  4. Choose File Location from the drop-down menu.
  5. Under Archive Directory, select or create a folder where you want your archive to be located by clicking the find button on the right.
  6. Click the Select button.
  7. Click OK and Done .

Setting up Automatic Archiving:

  1. Make sure you have already set up an archive location
  2. Click the GroupWise Edit Menu
  3. Click Preferences.
  4. Click Environment.
  5. Select Cleanup from the drop-down menu.
  6. Under Mail and Phone, Click Auto-Archive After.
  7. Chose an amount of time in days
  8. Under Appointment, task, and reminder note, Click Auto-Archive after: Chose an amount of time in days
  9. Click OK.
  10. Click Done.

Steps to Manually Archive Mailbox Item:

  1. Make sure you have already set up an Archive location
  2. Open mailbox, select the messages that you want to archive
  3. Once the messages are selected, click the Actions Menu then Archive.

Steps for Restoring Archived Items:

  1. From GroupWise click the File Menu.
  2. Click Open Archive 
  3. Select any message s that need to be restored.
  4. Click the Actions Menu then click Unarchive. This will move the selected messages from the archive back to your main GroupWise mailbox.
  5. Click the File Menu then Close Archive to close the archive and return to the main mailbox.