Technology Solutions Centre

GroupWise Mailbox Maintenance

Regular cleanup of your GroupWise mailbox makes it quicker and easier to retrieve mail items when you need them.

The following are some good practices for keeping your GroupWise Mailbox manageable.

1. Delete unneeded items from your inbox and other folders.

Check all items in your inbox, folders and work in progress folders, delete any items that are no longer needed.

Please note: Mail items that include attachments are especially large. If the attachment is something you will need to keep for future reference, save it to your Data Drive "D" or if it is a high priority item save it to your" I" drive on the network. More information on your computer drive letters is available here. After you have saved the attachment delete the mail item from your mailbox.

2. Delete items from your Sent Items folder

Copies of all the emails you have sent are in the Sent Items folder. It is a good practice to clean up the sent items folder by deleting items you no longer need, once again deleting items that contain attachments is particularly important.

Note: You may have many messages in your "sent items" folder which can be deleted. However, if you have saved these in other folders, there is still only one copy of the message.If you delete the copy from the "sent items" folder, it will also be deleted from any other folder.

Empty Trash

When you delete your messages they go to the trash. By default trash items are emptied seven days from the time they were deleted. This can be adjusted under the GroupWise Options, but TSC recommends staying with the default.

If you find you have inadvertently put an item in the trash that you still need, you can still retrieve it unless the trash has been emptied.

Retrieving an item from the trash

• Double click on the "Trash" icon
• Right Click on the mail item you want to undelete
• Select "Undelete" from the list of options

Manually emptying the trash

If you are sure the items in your trash are for permanent deletion and you want to manually remove them from your trash you can do the following:

• Right click on the trash folder
• Select Empty Trash
• Select "Yes" when prompted with "Are you sure you want to empty all items from the trash" .

Or:

Under the edit menu select "Empty Trash"

Once again the trash automatically deletes items after seven days, so it is not necessary to do so manually.

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