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There are several steps that you can take to clean up your GroupWise email. Specifically, you should:
Each of these steps is detailed in the sections below.
Deleting Email Messages The most important step is the first step, which includes deleting all unnecessary email.
Working with Email folders You can create folders to organize and store your messages. You can either create folders at the same level as your default GroupWise folders (below your user folder) or you can create folders in the Cabinet. The purpose of the Cabinet is to organize messages. You can use folders to group messages that pertain to the same subject, or you can put folders inside other folders to organize messages. You can create a personal folder to organize your messages and documents, and you can create a shared folder to share items with another user. In addition, a Find Results folder can contain messages that meet criteria you specify. Creating New Folders To create a folder, select the location of the folder. For example, if you want your folder located directly below your user folder, select your user folder. Choose File, New, Folder. Enter a name for the folder and an optional description. You can change the position of the folder by clicking on the Up or Down buttons. When you are finished, click on Finish to create the folder. New folders that you create can be added to the Cabinet, to the Work In Progress folder, or under your user folder. A plus sign (+) next to a folder indicates that the folder contains subfolders. A minus sign (-) indicates that the folder has been expanded to show all of its subfolders. An envelope next to a folder indicates that the folder contains unopened items. Moving Messages into Folders You can move a message between folders by selecting the messages and dragging it to a new location. To move more than one message at a time, select the messages you want, and drag them all to the folder. You cannot move messages to the Sent Items or the Task List folders. Copying Messages into Folders Copying a message enables you to add a message to a folder and leave a copy in the orignal folder. Press Ctrl while dragging the message to produce a copy. As you move the mouse pointer, a plus sign is displayed next to the pointer to indicate that the message is being copied. How the Trash Folder Works
Archiving Email as an Option NOTE: While Archiving email is a viable option, it is YOUR responsibility to notify the Helpdesk of your archive's location prior to your PC being upgraded or rebuilt. It is recommended that you also save a complete copy of your GroupWise Archive on a USB drive or CDRW and back it up regularly (see next section for instructions). Having a copy of your Archive is very helpful in the event your master Archive becomes damaged or lost. Messages that cannot be deleted, but are not needed frequently, should be archived. The GroupWise Archive stores the messages in a location that is not on the Email server - though they do take up space on whichever media they are stored on instead (network drive, computer disk, etc.).Move one or more messages to the Archive by doing the following:
Note that Archiving messages does not conserve space - it just moves the used space from one location to another. You must actually delete messages from GroupWise or the Archive in order to actually recover space. Backing Up your Archive To keep a permanent record of messages, you can Archive them and then back up that Archive. Backing up to a CD is not only permanent, but also portable. To back up your Archive:
Removing Backed-Up Messages from your Archive Once you have backed-up your active Archive to another location (CD recommended), you can safely remove the backed-up messages from the active Archive. |
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