Archive Messages

FIRST SELECT THE MESSAGES YOU WANT TO ARCHIVE

• In your mailbox, your sent mail box, your trash, or any other folder you have set up on GroupWise, manually select (highlight) the messages you want to archive. You can either highlight one message at a time by clicking on that line, or you can archive a block of messages by clicking on the first message in the block to highlight it, then while pressing the Shift button, clicking on the last message in the block. All messages between the first and last will be highlighted and any action you chose will be applied to all messages. You can also highlight several messages not in a block by pressing the Ctrl button as you highlight each message. Finally, you can select all messages by clicking Edit at the top of the screen and then choosing Select All from the drop-down menu.

Remember: the action that you chose will be applied to all messages that are highlighted.

• Important Note: Messages that include very large attachments will not archive properly. We recommend that you download and save the attachment elsewhere. Please remember for the sake of security to exercise all precaution when downloading or opening attachments. Do not open or download attachments from any sender you do not know. If you have suspicion about any attachment, please call Computer & Applications Support Services help desk at 202-994-9400.

THE NEXT STEP IS TO PERFORM THE ARCHIVE COMMAND

• With the message(s) highlighted, simply click on Actions at the top and then choose Move to archive. Your information is now archived.

TO ACCESS YOUR ARCHIVED MESSAGES

• It is not recommended that you attempt to access your archived messages directly on the H:\ drive. The messages appear without subject headings and with nonsensical file titles. Rather, access them through your GroupWise mailbox. To do this:
• Go to your GroupWise mailbox. On the far left end of the grey bar running horizontally across the upper portion of the screen, you will see the word Online followed by a ▼symbol. Click on this symbol.



• One of the drop-down menu choices is Archive. Select this and you will be able to view your archived messages within GroupWise.
• To return to your inbox, click on the ▼ symbol again and then select your name.

TO FURTHER SORT YOUR ARCHIVED MESSAGES BY PROJECT, SENDER, COMMITTEE, SUBJECT MATTER, ETC.:

• While in your archives, right click on the entry that says Cabinet. You will be given the option of New Folder. Select this.
• A dialogue box will appear that looks like the illustration below. Choose Personal Folder and then Next.



• You will then be able to name your folder (see below). Simply highlight the words New Folder and replace with the title of your choice, depending on how you sort or store your information. Then press Next.



• One more screen will appear (see below). Make no changes to this screen, simply press Finish.



• The folder will now appear in your archive cabinet with the name you gave it. To move a message to this sub-folder, simply select it from the list of messages in your archive mailbox and drag it (holding the left button on the mouse) to the cabinet folder. When you release the mouse button, the message will be moved from the mailbox to the cabinet folder.