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Managing GroupWise data
Each GroupWise mailbox is limited to (or will soon be limited to) 150Mb for faculty and staff, and 100MB for students. If your mailbox size exceeds the limit, you cannot send new items until you delete or archive some of your existing items. Choose one of the following for instructions on how to manage your GroupWise data:
- Data management for users of GroupWise Windows client
- Data management for users of GroupWise WebAccess
Those who access GroupWise e-mail via POP, IMAP or Macintosh clients will be contacted by phone or e-mail if they exceed storage limits.
Data management for users of GroupWise Windows client
Once your account becomes 90 to 99% full you will receive this warning when you log in to GroupWise:
If you select the "Cleanup" button, the "Mailbox Storage Size" utility will open. Once your account exceeds the limit, the Mailbox Storage Size utility will open automatically when you login to GroupWise.
GroupWise's convenient cleanup utility can help you manage items in your GroupWise account. It will allow you to see the amount of space you have available in your GroupWise mailbox, as well as help you delete or archive e-mail messages and other items (e.g. calendar items, task items, etc.).
To see how much space your account is allotted and how much space remains, allow your cursor to hover over the "Mailbox Size" button.
Click on the button or choose Tools> Check Mailbox Size to access the "Mailbox Storage Size" utility in which you may manage your items. Note your Current Mailbox Size in the Mailbox Information section.
You may view different item types by clicking "Trash," "Sent Items," "Received Items" or "Posted/Draft Items." NOTE: "Received Items includes all received items in your mailbox, including those within folders. Deleting all received items eliminates all of your saved e-mails. When you select a view, GroupWise searches your account for items of the selected type and displays the items in descending order, from the largest file size to the smallest.
You can click Stop Query at any time to make GroupWise stop adding items to the list.
Items may be sorted by any of the column headings: size, date, subject, or to. By default the utility sorts the items by size in descending order. To sort by a different column heading, click the column header name (e.g. “Date”). To toggle between descending and ascending order click on the header a second time. The column the items are sorted by, and the order in which they are sorted, is indicated by an arrow to the right of the column header.
E-mails with attachments typically account for some of the largest files in your account. You can quickly reduce mailbox size by archiving or deleting some of these messages.
Archiving items removes the items from the GroupWise server and from your "active" mailbox and places them in a directory that you control. Archived items are easily accessed later as needed.
In order to archive items you must first specify an archive location (see directions).
1. After you have specified an archive location, click on the "Mailbox Size" section of the status bar or click Tools > Mailbox Size.
2. Click Trash, Sent Items, Received Items, or Posted/Draft Items.
3. Select an item or multiple items > click Archive.
4. Repeat Steps 2 and 3 until the storage size is below the limit set by your GroupWise administrator.
To learn more about archiving and about how to access archived items, please refer to this web page.
Deleting items using the cleanup utility will remove the items permanently; they will not go into the trash folder and they cannot be recovered.
1.Click on the "Mailbox Size" section of the status bar or click Tools > Mailbox Size.
2. Click Trash, Sent Items, Received Items, or Posted/Draft Items.
3. Select an item or multiple items > click Delete.
4. Repeat Steps 2 and 3 until the storage size is below your account limit.
Data management for users of GroupWise WebAccess
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If your mailbox size exceeds the limit, you cannot send new items until you delete or archive some of your existing items. You will continue to receive items even if your mailbox size limit has been exceeded.
Once your account becomes 90 to 99% full you will receive a warning when you login to GroupWise WebAccess.
Once your account exceeds the size limit you will receive this warning when you login to GroupWise WebAccess.: "Your mailbox has exceeded its allowed disk space. You can empty your trash, or delete messages in some folders to free up space in your mailbox."
There is no utility in the WebAccess client to sort items by size as in the Windows client. To cleanup your e-mail, delete unneeded items from your folders and then delete them from the Trash folder. Next, click the Update button at the top of the menu (see picture below). In WebAccess, deleting items sends them to the Trash folder, so account size is not reduced until Trash is emptied and the Update button is clicked.
Should you select Compose or Reply while your account is over the size limit you will receive this warning:
