Archiving in GroupWise

The GroupWise 8 documentation for this topic can be found at the following link. http://www.novell.com/documentation/gw8/?page=/documentation/gw8/gw8_userwin/data/aai3dkx.html

What is GroupWise Archive?

• GroupWise Archive is a feature of the client software that allows you to store and manage messages outside of your live mailbox while using the familiar GroupWise user interface.

Why Archive?

• Your GroupWise Mailbox space is limited and once that limit is exceeded GroupWise won't allow you to send messages.
• It is necessary to archive messages from your mailbox (including Cabinet Folders, Calendar and Mailbox) because these messages are consuming a portion of your limited mailbox space on the mail server.
• When you archive, you remove the messages from the mail server and place them on storage media on your local computer.

Configure the File Location for your Archives

• It's strongly recommended to create your Archive within your Documents folder
  • This is so when you backup your Documents your Archive is backed-up along with them.

• Window's users:
  • To configure the Archive location click Tools > Options. Double-click Environment. Click the File Location tab.
  • Click the folder icon next to the Archive Directory field and browse to "My Documents"
    (usual XP path is...) C:\Documents and Settings\yourname\My Documents
  (usual Windows 7 path is...) C:\Users\yourname\My Documents
  • Hilight "My Documents", click Make New Folder and name it GWArchive, click Ok

• Mac users:
  • Click GroupWise > Preferences
  • Click File Location (tab)
  • Click the folder icon next to the Archive directory: field and browse to Documents
    (usual Mac path is...) \Users\yourusername\Documents
  • Create a new folder in Documents called GWArchive.
  • Click OK
  • Please contact Nate Long (2778) for Archive assistance.

Archiving Messages

• Right-click the item and choose Archive.
• The same folder structure of the item(s) being archived will automatically be created in the archive location.
• You can archive multiple items by:
• Consecutive items - click the first item, hold down the Shift key on your keyboard and click the last item.
• Non-consecutive items - hold down the Ctrl key on your keyboard and click each item.
• You can right-click the selected items and choose Archive.
• If you archive a lot of messages at once, it may take a few minutes for them to appear in your archive.

Opening Your Archives

• From the Main Mailbox window, click File > Open Archive
• or Click the pull-down menu button Online and select Archive
• To get back to your live mailbox, click File > Open Archive
• or Click the pull-down menu button Archive and select Your Name

Un-archiving Messages

• Open your archive
• Right-click the item in question and choose Archive.
• The message will be in the same place in your live mail as it was in your archive (Mailbox, Folder, etc.)
• If you unarchive a lot of messages at once, it may take a few minutes for them to appear in your live mail.

! IMPORTANT !

• Backing Up Your Archives
  • Earlier it was mentioned that your GroupWise Archive be created within the same folder on your computer that you keep your documents.
  • If you did that, now anytime you backup your hard work in "My Documents" you're backing up your GroupWise Archives as well.
  • Just drag-n-drop your "My Documents" documents folder onto a USB stick, hard disk, CD or DVD and all your important data and mail will be there if you need it.

• DO NOT move or in any other way tamper with the GWArchive folder and the folder structure within it.
  • Doing so almost always results in database corruption and forcing the GroupWise Client to create a new archive.

• What happens if you create another GroupWise Archive on the same or another computer?
  You end up with two Archives containing different data.

• What happens if you create a new GroupWise Archive within an existing GroupWise Archive?
  You will lose the data contained in the original Archive.

• How do you consolidate two Archives?
  • Associate the Archive you no longer wish to keep with the GroupWise Client (Tools > Options > Environment > File Location)
  • Unarchive the messages you wish to consolidate into your live mailbox.
  • Reassociate your GroupWise Client with the other Archive and re-archive the messages again.

Fixing Archive Problems

This utility will check the archive database, fix any errors that it finds and report any problems with your archives. If you are a heavy archive user, you should run this utility once a month.

• Open My Computer, Winapps on 'Ccmain\App' (S:), GroupWise then double-click gwcheck.exe.
• Change the Database Type to Archive by clicking the appropriate radio button.
• Click the folder button at the end of the Database Path field.
• Browse to the location of your archives.
• This should be c:\Documents and Settings\yourname\My Documents\GWArchive\ but it is possible to change this.
• Your archive folder will have a unique name such as of4q0arc.
• If you have multiple folders in the GWArchive folder:
• Open GroupWise.
• Click Help > About GroupWise.
• Find the information after Username:.
• This code will be part of the directory name in C:\novell\gwarc. (e.g.; if your code is 4q0, when you go back to the utility and find your Novell folder, you should have a folder with 4q0 somewhere in the title.)
• Record the three character code, click 'OK' to close the window and go back to the archive utility.
• Click on your archive folder inside gwarc and click OK.
• Under Action, choose Analyze/Fix Databases from the drop down list.
• Click the check boxes in front of Structure, Index Check, Contents and Fix Problems.
• Click Run.
• After the utility checks your archives, close all prompt windows.