Manage your GroupWise Account Space

Your IT GroupWise account is part of a shared system with limited resources of storage space, network traffic and processing power. Account size limits are the way IT manages these resources and the user also benefits from a smaller account and faster application response.

How account limits work

By default, each user has 1024 MB (1GB) of account space. When usage reaches 90% of that, GroupWise will display pop-up warnings when you create a new item; similar to these examples:

If you exceed your quota you will be able to open your account and receive messages but you will not be able to send messages. The Mailbox Size Information dialog (example below) will appears if you try to create a new item. This can be very useful for deleting or archiving many messages at a time, but be careful, any items deleted using this dialog are unrecoverable.

What's counts against your quota

• Any e-mail you receive, including the attachments are counted against your quota.
• All message you save to cabinets or folders, including attachments.
• Send Items are counted against quota. Appointments and meetings that are deleted from the Sent Items folder will be removed from your Calendar.
• Items in Trash are counted until they are deleted. To delete items: right-click on the Trash icon and choose Empty Trash.
• Archived items are not counted against quota. See the Archives section for more information.

Find your current usage

• The bottom frame of the desktop client window has a usage button showing used space as a percentage of the total. Hover over this button to see usage details.
• Go to Tools > Check Mailbox size to open the Mailbox Storage Size Information dialog.
• In Web access, a color coded bar graph is located at the upper right of the page.
• There is no Mailbox Size display in the GroupWise Mac Desktop Client.

Sorting for Sizes

By default, GroupWise folder views do not show the size of the message. Adding a a size column can help you target large messages for Archive or deletion.

1. In any folder view, like the Mailbox, right click on the title bar and choose Size from the menu. The new column can be placed by dragging it side to side.
2. Click on the title to sort messages by size. Click again to reverse the sort order.

Attachments

Items attached to e-mail messages will take up the most space in your Mailbox. The most effective thing you can do to mange space is to save attachments to your hard drive or networked home folder.

To save attachments
Open the message and look to the attachments window at the bottom. Right-click and choose Save as then navigate to a location that you’ve prepared (an Attachments folder in the Documents directory, for example) and then Save. Then the message can be deleted from your Mailbox or folder to free up account space.

Sent Items

The Sent Items folder contains copies of all the messages you send, including attachments. Depending on your working style, you might not need some or all of these messages. Appointments or meetings that you sent will also appear in the Sent Items folder but should not be deleted unless you want them removed from your calendar.

Trash

Items deleted from folders or the Mailbox go to the Trash. Items in the trash are automatically deleted seven days after they were placed there. To recover space immediately, right-click on the Trash icon and choose Empty Trash or open the Trash folder and right-click on an item to be removed and choose Empty Selected Items.

Mailbox Storage Information Dialog

This dialog is useful for finding and deleting or archiving a lot of messages at once by type. However, messages purged using this dialog are unrecoverable, so proceed carefully until you are sure you are purging only the intended messages. Click Tools > Check Mailbox Size.

1. In the View group box, click Trash, Sent Items, Received Items, or Posted/Draft Items to select data type. When you select a view, GroupWise searches for items in the selected folder and displays the items in descending order, from the largest file size to the smallest. You can click Stop Query at any time to stop the query. Any of the list columns can be selected to sort that attribute.
2. Select an item or shift-click for multiple items, then click Delete or Archive.
3. Repeat until the storage size is below the account limit.

Archives

A GroupWise Archive can be save mail, appointments, and other data to a database on your local drive. Archiving items saves account space and keeps your Mailbox uncluttered.

An archive is ready to use as soon as a location is specified:

1. Click Tools > Options.
2. Double-click Environment, then click the File Location tab.
3. Specify the location of your archive directory in the Archive directory field.
4. Click OK.

An archive is kept on your local drive. If you change computers, the archive will have to be copied to your new system. If you log in to GroupWise on multiple workstations, take care to create and add to the archive from only one system. Auto-archiving is (Tools > Options, Cleanup tab) is convenient but manually archiving items is sufficient for most users and offers more predictable results. Archives can be corrupted so do not compress or use cut and paste to move them. Do not change the internal file structure of an archive directory.

After the archive is set up:

Moving an Item to the Archive

1. In your Mailbox, select the items you want to archive.
2. Click Actions > Move to Archive or right-click and choose Archive.

Viewing Archived Items

• In the Main Window, click File > Open Archive or
• Click the folder list header drop-down list (above the Folder List; it should display Online or Caching to indicate what mode of GroupWise you are running in), then click Archive. GroupWise automatically creates the folder for archived items that mirrors the active folder structure.

Un-archive Items

1. View the archive.
2. Click the item you want to unarchive.
3. Click Actions > Move to Archive to toggle the archive status of the item. or right-click the item and choose Archive. Unarchived messages are returned to the folder from which they were archived.

For detailed information, see the GroupWise desktop documentation at the Help page.