Pictures of chickens, flowers, wheat, a boy looking through a magnifying glass, irrigation pipe, soybean pods, and fruits and vegetables.

Cooperative Extension Service

Search | Publications | Jobs | Personnel Directory | Links
County Offices | Departments

About Us

Find Us

For the Media

Agriculture

Business & Communities

Families & Consumers

Health & Nutrition

Home & Garden

Natural Resources

4-H Youth Development

Public Policy Center

For Faculty & Staff

U of A Board Policies
Division Policy and
      Management Guidelines
Extension Policy Manual
4-H State Policy Handbook
Departments
OPM Policy Manual
Classified Pay Plan
Blue Letter

Giving

Division Home

Agricultural Experiment
      Station Home

Cooperative Extension
      Service Home

Information Technology

GroupWise Electronic Mail Retention Guidelines

Summary: Establishes policy governing the management of e-mail on the GroupWise mail server.

The Cooperative Extension Service (C.E.S.) uses computer and networking resources as tools to promote the organization's educational programming efforts. Wise management of these resources provides the most value for the cost incurred. The volume of electronic mail sent and received within the organization significantly impacts the storage capacity and performance of the mail server. As of June 1, 2006, each mailbox maintained by the organization will be limited to 100 megabytes in total size and the total attachment size on e-mail messages will be limited to 25 megabytes. Once the size limit is reached, the mail in the mailbox must be moved to archive, to the desktop or otherwise deleted before new messages may be sent.  When the limit is reached, you may still receive new mail, but will be prevented form sending messages until the mailbox size is reduced below the 100 megabyte limit.  This policy affects both sent and received mail as well as mail that has been moved from the mailbox to a folder in GroupWise.

To check your current mailbox size, select the Mailbox Size link at the bottom of your GroupWise client window.  You can also clean up your mailbox from this link.  Once the Mailbox Size window opens, select the radio button beside each category (Trash, Sent Items, Received Items and Posted/Draft Items).  The mail is sorted, placing the largest items first.  You can then highlight the items you want to remove from your mailbox and select Archive or Delete.

The following instructions will assist those wishing to archive mail:

To specify where archived items are stored,

1 Choose Tools from the menu bar, then select Options.

2 Double-click Environment (or tab to it and press Enter).

3 Select the File Location tab.

4 Specify the location of your archive directory in the Archive Directory text box. Common locations are C: and U:.

5 Select OK.

To archive an item in your Mailbox,

1 If you have not previously done so, specify the archive path in File Location in the Environment dialog box (see instructions above).

2 Select the items in your Mailbox you want to archive.

3 Choose Actions from the menu bar and select Archive.

4 Select your Sent Items or another folder in your Cabinet and repeat to archive other items.

Note: Archive is not available in Remote or the GroupWise web client.

To archive items automatically,

1 Choose Tools from the menu bar, then select Options.

2 Double-click Environment (or tab to it and press Enter).

3 Select the Cleanup tab.

4 Select Auto-Archive After for the item type you want.

5 Specify the number of days after the item is delivered or completed that you want it to be archived.

6 Select OK.

To view items in your archive,

1 Select File and then Archive from the GroupWise main menu bar.

2 To exit your archived items, select File on the menu bar and select Archive to uncheck it.

Return to GroupWise Index

Return to Helpful Information Index

Return to IT Home Page