It’s Time to Clean House

 

In today’s electronic age, you probably deal with more email than phone calls.  Because you are receiving and sending so many messages, you can quickly reach your mailbox storage limit.

 

How do you know when it is time to “clean house?”  The answers to these questions will help you to decide:

 

·        How many messages are in your account?

You can tell how many messages are in your Mailbox and Cabinet folders by checking the numbers in parentheses.  Click on Sent Items in the folder list and look at the Total number of messages in the lower right corner of the GroupWise screen.  Do you see a number with triple digits?  No email message automatically disappears! 

 

There are two main reasons why many GroupWise users run out of mail storage space:

û       They do not delete Sent Items.

û       They do not delete old messages from their Cabinet.

 

·        How full is your mailbox?

Find the Mailbox Size button at the bottom of the GroupWise screen.  The displayed percentage shows how much of your allotted mail server space you are using.  The threshold limit or warning level is 75%.  If you are approaching this capacity, you must clean up, as increasing your space is not an option!

 

·        Do you regularly download email attachments and then delete the message?

Look through your messages lists for items marked with a “paper clip,” which designates an email containing an attached file.  If you keep too many email messages with large file attachments in your GroupWise account, you can quickly run out of space. 

  

·        Did you know that you could save messages to your home directory on the network?

Archiving allows you to backup your email messages to a network drive.  After you archive messages, you can delete them from your GroupWise account to preserve space and keep your mail folders more organized.  Many GroupWise users do not know about archiving!

 

·        How frequently do you empty the trash?

Even if you drag incoming or sent messages to the Trash, you must empty this folder on a regular basis.  Messages in the Trash will use up allotted email space.

 

 

Archive Important Messages

First, specify that you want to save archived messages to your home directory on the network.

·        Click on Tools in the menu bar and select Options to open the Options window.

·        Double click on the Environment icon to open the Environment window.

·        Click on the File Location tab.

·        Enter H:\ in the Archive Directory field.

·        Click on the OK button.

·        Click on the Close button in the Options window.

 

Now, you are ready to archive.

·        Right click on a message that you want to archive.

·        Select Move to Archive from the pop-up menu.

 

Are you archiving several messages at once?

If you are archiving consecutive messages, press and hold the Shift key, click on the first message and last messages you want to archive, and then release the Shift key.  Then, right click in the “blue” highlighted area to perform the archive.

 

If you are archiving non-consecutive messages, press and hold the Ctrl key, click on each message you want to archive, and then release the Ctrl key.  Then, right click in the “blue” highlighted area of one of the messages to perform the archive.

 

To view archived messages,

·        Click on the ▼ to the right of the word Online that appears above your GroupWise folder list.

·        Select Archive from the drop-down menu.

 

To exit your archived directory and return to your mailbox,

·        Click on the ▼ to the right of the word Archive that appears above your archived GroupWise folder list.

·        Select your name from the drop-down menu.

 

Download Attached Files

An “envelope plus paper clip” icon designates email with one or more attachments.  To download one or more attachments,

·        Double click on the message in the view pane.

·        Click on File in the menu bar of the message window and select Save As from the drop-down menu.

·        In the Save window, click on the attachment(s).  Then, click on the Browse button to designate where you want to save the attachment(s).  You can select a folder on your hard drive or any other storage device.

·        Click on the OK button.

·        Click on the Save button and then Close the Save window.

 

Delete Messages

After you have archived messages and downloaded attachments, you are ready to delete messages by dragging them to the Trash.

·        Click and drag a message to the Trash “can” in the Folder List.

·        When you see the word “Trash” highlighted, release the left mouse button.

 

Are you deleting several messages at once?

If you are deleting consecutive messages, press and hold the Shift key, click on the first message and last messages you want to delete, and then release the Shift key.  Click and drag the “block” of messages to the Trash.

 

If you are deleting non-consecutive messages, press and hold the Ctrl key, click on each message you want to delete, and then release the Ctrl key.  Click and drag one of the selected messages to the Trash and the rest will “come along for the ride.”

 

Empty the Trash

Deleting messages is only half of the battle to reduce mailbox size, as your “trash” consumes space on the mail server. 

 

If you prefer to empty your trash manually, get into the habit of doing so several times a week.  Follow these steps:

·        Right click on Trash in the folder list.

·        Select Empty Trash from the pop-up menu.

·        Click on the Yes button in the confirmation pop-up window.

 

Or, you can set options to empty your trash automatically.

·        Click on Tools in the menu bar and select Options from the drop-down menu.

·        Double click on the Environment icon to open the Environment window.

·        Click on the Cleanup tab.

·        In the Empty Trash radio button group, select Automatic After.  Then, specify the number of Days after which GroupWise should automatically delete files from the trash.  The lower the number, the more frequently GroupWise will empty your trash.