GroupWise Archiving: Getting around the 180-day rule

When GroupWise was emplemented at UNT it was setup to minimize clutter within the system. There is a setting in place for purging items older than 180 days (items in the trash get purged at 30 days). If you would like to keep any GroupWise item (mail messages, reminder notes, appointments, phone messages, etc.) for more than 180 days, you must setup a GroupWise archive. Simply creating a folder within GroupWise or its cabinet will not get around the 180 day rule. Please follow the instructions below to setup GroupWise archiving properly. This information is also available in the GroupWise online help within the GroupWise application.

1. From within the GroupWise client, click Tools - Options
   

   
   

2. Double-click Environment
   

   
   

3. Type or browse to the location you would like your to store your archive. It is recommended that you do not use your local drive. You should use a location on one of the CAS NetWare servers like C:\GWArchive. Any location not on a CAS NetWare server is your responsibility to backup.

   
   
   
   

4. If the directory does not exist in the location you typed, you will be prompted to create it. Click 'Yes' to let GroupWise create the directory for you.
   

   
   

5. Now click on the 'Cleanup' tab and modify the settings to meet your needs. These settings will determine how old an item can be before it is automatically archived. These settings should all be less than the 180 days already imposed by the system; otherwise, the messages will already be gone before they are archived. Click 'Ok' to save you cleanup options and the archive location.
   

   
   

6. You should archive any messages older than your archive date manually to make sure everything you want gets saved. Highlight the messages you want to archive then click Actions - Archive. The messages should go out of the mail system and into your archive.
   

   
   

7. To view any messages in your archive (manually or automatically archived) click File - Open Archive. Keep in mind, this will only show you items in your archive and not items still in the main GroupWise system.
   

   
   

8. You can browse through you archive as normal. Only messages in the archive will show up in the archive view.
   

   
   

9. When you need to switch back to the 'live' system, click File, notice the check mark beside 'Open Archive'. To close the archive click Open Archive and the check mark will go away, closing the Archive. Now you will only see items in the 'live' system.
   

   
   

This paged last updated by Curry Searle on 2005.08.10.