Archiving Messages

The primary method for storing messages indefinitely is called archiving. An archived message is not stored in your master mailbox (which is on a GroupWise server); rather it is stored on your local hard drive or in your user directory on the network. Archiving messages gives you access to your old messages without cluttering up your master mailbox. You can archive messages that have been sent to you as well as messages you have sent to others. The process of archiving messages is fairly easy. In fact, you can set up the GroupWise 7 client so that archiving happens automatically when messages have been sitting in your master mailbox for a certain period of time.

NOTE

You can archive messages when using GroupWise in online, remote, or cache modes. However, you cannot archive items using GroupWise WebAccess.

Before you can archive messages, you must specify a location where your archived messages will be stored. This location is usually on your hard drive. If you have questions about your archive directory's location, ask your system administrator. Here are the steps to follow:

1.	Choose Tools, Options.
2.	Double-click the Environment icon and choose the File Location tab, as shown in Figure 5.17. Figure 5.17. The archive path specifies the location for archive files.
3.	Enter a directory path in the Archive Directory field or browse to a directory on your hard drive by clicking the file symbol next to the Archive Directory field. NOTE If the Archive Directory field is grayed out, the system administrator has locked down this setting, preventing you from changing it. This may be desired to keep all users' archives in a common, manageable location.
4.	Click OK. You are prompted that archiving mail will remove these items from your online mailbox and asked whether you want to enable archiving. Click Close after this prompt.

To archive messages, follow these steps:

1.	From a folder (for example, the Mailbox or the Sent Items folder), select a message or group of messages. (You can select a range of messages by pressing Shift and clicking the beginning and end of the range. You can select multiple, nonadjacent messages by pressing Ctrl and clicking the messages.)
2.	Choose Actions.
3.	Choose Move to Archive.

The selected messages move to your local archive storage file.

TIP

Optionally, you can right-click the message or group of messages you want to archive and choose Move to Archive from the QuickMenu.

To have GroupWise automatically archive messages after a certain length of time, choose Tools, Options, Environment, Cleanup (see Chapter 11 for customizing these options). You can adjust the period of time that mail messages, phone messages, appointments, tasks, and notes remain in your mailbox before they are automatically archived. Automatic archiving then takes place as needed each time you start GroupWise.

Viewing Archived Messages

To view an archived message, follow these steps:

1.

Choose File, Open Archive. The messages stored in the Archive mailbox are listed. As Figure 5.18 illustrates, the text (Archive) appears on the title bar to indicate that you are looking at archived messages. If you view the File menu again, you see that a check mark appears next to the Open Archive option. The check mark indicates that the archive is currently open. Figure 5.18. The GroupWise window's title bar displays (Archive) to denote archive access.

2.

Double-click the message you want to read. If you are using the QuickViewer (see Chapter 1, "Introduction to GroupWise 7"), the contents of the archived message appear in the QuickViewer.

NOTE

The folders you have created in your master mailbox for organizing your messages are replicated to the archive storage when a message in those folders is archived. This includes the replication of nested subfolders. We discussed creating folders earlier in this chapter.

To return to your mailbox from an archive, click File and then deselect Open Archive. The active folder and its contents appear. If you look at the File menu again, you see that no check mark appears next to the Open Archive option. The check mark disappears when the regular mailbox is active, and (Archive) disappears from the title bar.

Unarchiving Messages

To unarchive a message or group of messages, do the following:

1.	With your Archive mailbox open, select the message or group of messages you want to move back to your active mailbox.
2.	Click Actions and then deselect Archive. (The Archive option is a toggle switch. When a message is archived, a check mark appears next to the Archive option in the Actions menu.) You can also use the QuickMenu to unarchive items.

The selected messages are removed from your hard drive on a GroupWise server. You should now be able to see the messages in their original folder.