1. 1 Decreasing Mailbox Bloat Preparing for Migration to Windows Exchange A PowerPoint Presentation Created by Carl Studebaker Associate Information Systems Analyst Central IT Support Revised September 24, 2008 gwtraining@cdfa.ca.gov

2. 2 Why Unbloat Your Mailbox CDFA is migrating from GroupWise 7 to Exchange within the next 6-10 months Smooth migration requires manageable mailbox sizes. Tentative storage limitations:  200 MB server storage for standard email users  400 MB server storage for supervisor email users Deletion of outdated and non-critical emails is necessary before the migration begins Archiving is an option but may not be the best answer to reducing mailbox size Need more guidance? Sign up for “hands-on” training to be offered by ITS.

3. 3 Preparing for Migration to Windows Exchange

4. 4 Section 1 Using Folders to Organize Your Email Deleting Unwanted Folders and Their Content

5. 5 Deleting Folders Deleting existing folders is pretty simple  Right-click the folder you want to delete  Choose “Delete” from the resulting pop-up menu You may delete only the items in the folder You may delete both the items and the folder itself To accomplish this use the pop-up menu radio bubbles Deletion of folders is reversible by recreating it and moving the deleted items back into the folder Not all folders used by GroupWise 7 can be deleted

6. 6 Deleting Unwanted Folder Items Only Right-click the folder that you want to delete items from. Then choose the “Delete” from the resulting pop-up menu.

7. 7 Deleting Unwanted Folder Items Only The default choice is to just delete items only & not the folder. Left-click on the “OK” button to proceed with the deletions.

8. 8 Deleting Unwanted Folder Items Only The items in the selected folder disappear and are moved to the “Trash” folder. The folder itself is still there.

9. 9 Deleting a Folder and the Folder’s Items To delete the items in the folder and the folder itself left-click the “Folder(s) and items” radio button.

10. 10 Deleting a Folder and the Folder’s Items Left-click the “OK” button to proceed with the deletions.

11. 11 Deleting a Folder and the Folder’s Items The folder and all that is included in it are gone. Remember that the items are now in the “Trash” folder.

12. 12 Section 2 Sorting Your Mailbox A Quick Way to ID Bloating Emails

13. 13 Sorting Options Sorting can be done using any visible column of your mailbox  Date – this is the most commonly used sorting technique  From – when looking for an email from a specific person  Subject – use this to search the text of the subject field You can sort in ascending or descending order It’s simple to change the column to sort by  Left click on the column header to sort by that column  Left click again to reverse the order of the sorting You may have to use the scroll bars to locate the email you’re looking for

14. 14 Sorting: Newest to Oldest By Date This is the date sorted scheme used by most: newest to oldest. Click the “Date” column header to switch to oldest to newest sorting..

15. 15 Sorting: Oldest to Newest By Date Now your mailbox is sorted by date, oldest to newest. Click the column header again to return to the original sorting.

16. 16 Sorting your Mailbox By Date Now your back to the newest to oldest sorting list. Click the “From” column header to sort by sender.

17. 17 Sorting Your Mailbox By Senders Name Now your emails are sorted from A to Z by sender’s name. Click the “From” column header again to reverse the sorting order.

18. 18 Sorting Your Mailbox By Sender Name Now your emails are sorted Z to A by sender’s name. Click the “From” column header again to return to original sorting order.

19. 19 Sorting Your Mailbox By Senders Name Now sort by “Subject” from A to Z by clicking the “Subject” column header.

20. 20 Sorting Your Mailbox By Subject Now you have sorted your mailbox by “Subject” from A to Z. Click again to toggle to a Z to A sorting scheme.

21. 21 Sorting Your Mailbox By Subject Now you have sorted your mailbox by “Subject” from Z to A. Click the “Subject” column header again to toggle back to the original sorting.

22. 22 Sorting Your Mailbox By Subject Sorting your mailbox is simple and will enable you to do manual block deletions of unwanted or no longer needed emails by date, sender’s name or subject.

23. 23 Section 3 Unbloating Your Mailbox Use Your “Secret Weapon”

24. 24 Common Causes of Bloat Using the “Trash” folder for an archive location Periodic newsletters, advertisements and trade journals Chain Letters and other junk emails The “keeping things until I get around to it” syndrome “Junk Mail” emails from the CDFA filter robot

25. 25 How To Decrease Bloat Get your email address removed from nonessential newsletters and product advertisement email lists Purging your mailbox periodically to avoid bloating  Manually deleting old emails and GroupWise stuff Use this in conjunction with sorting features previously discussed  Set up rules to archive dated but possibly useful emails  Using rules to delete and empty old GroupWise stuff  Empty your “Trash” folder more frequently but remember that an item cannot be recovered once it’s been emptied from the trash can

26. 26 Checking the Size of Your Mailbox Left-click the “Tools” drop-down menu Choose “Check Mailbox Size” from the menu Examine the “Mailbox Storage Size Information” dialog window  The current usage and limitations of storage  Items stored in your mailbox can be viewed here  Selectively delete large emails & GroupWise stuff  There are other “housekeeping actions” that can be done from this window

27. 27 Checking Mailbox Storage Size Left-click the “Tools” drop-down menu.

28. 28 Checking Mailbox Storage Size Left-click the “Check Mailbox Size” choice to bring up the “Mailbox Storage Size Information” window.

29. 29 Checking Mailbox Storage Size Let’s hope that your mailbox size does not look like this.

30. 30 Checking Mailbox Storage Size But instead looks similar to this. We’ll look at the Mailbox Storage Size window more closely later.

31. 31 Section 4 Unbloating Your Mailbox Deleting Items From the “Mailbox Storage Size Information” Window

32. 32 Pick and Choose Carefully Target the “Trash” folder items first Use the standard Windows key combinations to select items to delete from the “Mailbox Storage Size Information” Window All of GroupWise’s sorting features are available for your usage Before committing be sure that items that you want to keep have not been selected You still need to remove these deleted items from the “Trash” folder to decrease bloat

33. 33 Checking Mailbox Storage Size Lots of information can be found and manipulated here. Sorting is available. Use the standard Windows key combinations to select items to delete.

34. 34 Deleting Unwanted Items From “Trash” When items listed here are highlighted the action buttons on the right become active and can be used for item deletion.

35. 35 Deleting Unwanted Items From “Trash” When items listed here are highlighted the action buttons on the right become active and can be used for item deletion.

36. 36 Checking Mailbox Storage Size For demonstration purposes the “Ctrl + A” key combination was used to select all items in the “Trash” folder to be deleted permanently. Notice the storage size of the mailbox.

37. 37 Section 5 Using GroupWise’s “Find” Block Deleting From Found Items

38. 38 Using the “Find” Feature This can be done from either the “Home” or “Mailbox” tab Left-click the “Tools” drop-down menu Left-click the “Find” feature Make the “Find by example” tab active Choose the appropriate category from the drop-down menu Use checkboxes to choose the subcategory to search  Received, sent, posted, draft or any combination Fill in the search field criteria pertinent to your search needs Left-click on the “OK” button and GroupWise will begin its search The “GroupWise Find Results” windows appears and eventually displays the results of the search

39. 39 Using the “Find” Feature Switch to the “Home” tab by left-clicking it.

40. 40 Using the “Find” Feature Left-click the “Tools” drop-down menu button.

41. 41 Using the “Find” Feature Choose the “Find” selection or use the “Ctrl + F” key combination to bring up the “find” dialog window where the search criteria will be entered.

42. 42 Using the “Find” Feature Use the drop-down menu to select category of item type to run the search on. Then left-click the “OK button to continue.

43. 43 Using the “Find” Feature Use the checkboxes to choose the subcategory to search through, type in the appropriate search criteria and then left-click the “OK” button.

44. 44 Using “Find” Feature to Delete Items The “GroupWise Find Results” window will appear and eventually list all items meeting the search criteria. Use the “Ctrl + A” key combination to select all items.

45. 45 Using “Find” Feature to Delete Items Scroll through these items making sure you want to delete all. Use “Ctrl + click” to unselect any item you don’t want to delete. Then press “Delete” when ready.

46. 46 Using the “Find” Feature - Completed When finished the “GroupWise Find Results” window disappears and you’re sent back to the default GroupWise opening screen.

47. 47 Cautions When Using the Find Feature The “Find” feature is very slow to use in comparison to manual location, archiving and/or deletion Suggested Attack Strategy for Unbloating  Delete from your “Sent” folder first  Then delete items from your “Trash” folder Do not delete more than 50 items at a time Use the “Shift + Page Down” key combination to do this If you’re still over limit delete more stuff Sign up for a “hands-on” training session

48. 48 Manually Deleting Unwanted Stuff Sort by sender or subject first to get all similar things in close proximity Scroll through your mailbox to find the sender or subject that you want to delete  Use “Shift + Click” combination to select a congruent group of items to delete  Use “Ctrl + Click” combination to select non-congruent items to delete  Use “Shift + Page Down” to choose about 50 items for deletion.  Press the “Delete” key to send selected items to “Trash” folder  Don’t forget to delete the trashed items from the “Trash” folder after deleting them from their original folder

49. 49 Deleting Unwanted Stuff WARNING Do not delete more than 50 “Trash” items at a time because this will cause mail server problems

50. 50 Section 6 Unbloating Your Mailbox Manually Archiving Important Items for Later Usage

51. 51 Why Archive? To assure that you keep that important email items  The archive is basically a place other than the mail server to store your important email stuff.  Location of the archive folder varies and is usually set by your GroupWise administrator  Before archiving rather than deleting, make sure that the email is critical enough to archive  Any email that has an attachment should not be archived Instead just save the attachment to your hard drive normally Then delete the email and the attachment.  Regularly check your archived emails and delete archived items that are no longer needed Another option would be to print the email with its attachments then delete the email & its attachment

52. 52 Manually Archiving Dated Stuff Sort your mailbox by date Manually scroll through your mailbox and locate the beginning date to archive  Do not select more than 50 items to archive in one batch because this will cause problems for the mail server Use the same key combinations as previously mentioned to select items Right-click any of the selected items Left-click on the “Move to Archive” choice

53. 53 Manually Archiving Stuff Need More Help? Sign up for the “hands-on” training that will be offered soon by ITS.

54. 54 Section 7 Using Built-In Rules How to Archive or Delete Items From Your Mailbox Automatically

55. 55 Using Built-In Archiving Rules Archiving is simply moving email items from your mail server to another storage place Be careful when using these because they affect everything including items in folders Check the archived emails regularly  Assure that what you have archived is still needed  Delete archived items when they are outdated Instead of archiving emails with attachments save the attachments to your hard drive Archived items will be migrated to Outlook PST files

56. 56 Archiving Rules – Recommended Settings Make changes to these settings to meet your personal needs and requirements.

57. 57 Decreasing Mailbox Bloat Preparing for Migration to Windows Exchange A PowerPoint Presentation Created by Carl Studebaker Associate Information Systems Analyst Central IT Support Revised September 24, 2008 gwtraining@cdfa.ca.gov