1 Decreasing Mailbox Bloat Preparing for Migration to Windows Exchange A PowerPoint Presentation...

1

Decreasing Mailbox Bloat

Preparing for Migration to Windows Exchange

A PowerPoint Presentation Created by

Carl StudebakerAssociate Information Systems Analyst

Central IT Support

Revised September 24, 2008

gwtraining@cdfa.ca.gov

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Deletion of outdated and non-critical emails is necessary before the migration begins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

Preparing for Migration to Windows Exchange

4

Section 1

Using Folders to Organize Your Email

Deleting Unwanted Foldersand Their Content

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

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

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

Deleting Unwanted Folder Items Only

The items in the selected folder disappear and are movedto the “Trash” folder. The folder itself is still there.

9

Deleting a Folder and the Folder’s Items

To delete the items in the folder and the folder itselfleft-click the “Folder(s) and items” radio button.

10

Deleting a Folder and the Folder’s Items

Left-click the “OK” button to proceed with the deletions.

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

Section 2

Sorting Your Mailbox

A Quick Way to ID Bloating Emails

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

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

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

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

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

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

Sorting Your Mailbox By Senders Name

Now sort by “Subject” from A to Z by clicking the “Subject” column header.

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

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

Sorting Your Mailbox By Subject

Sorting your mailbox is simple and will enable you to do manual block deletionsof unwanted or no longer needed emails by date, sender’s name or subject.

23

Section 3

Unbloating Your Mailbox

Use Your “Secret Weapon”

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

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

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

Checking Mailbox Storage Size

Left-click the “Tools” drop-down menu.

28

Checking Mailbox Storage Size

Left-click the “Check Mailbox Size” choice to bringup the “Mailbox Storage Size Information” window.

29

Checking Mailbox Storage Size

Let’s hope that your mailbox size does not look like this.

30

Checking Mailbox Storage Size

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

31

Section 4

Unbloating Your Mailbox

Deleting Items From the “MailboxStorage Size Information” Window

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

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

Deleting Unwanted Items From “Trash”

When items listed here are highlighted the action buttonson the right become active and can be used for item deletion.

35

Deleting Unwanted Items From “Trash”

When items listed here are highlighted the action buttonson the right become active and can be used for item deletion.

36

Checking Mailbox Storage Size

For demonstration purposes the “Ctrl + A” key combination was used to select all itemsin the “Trash” folder to be deleted permanently. Notice the storage size of the mailbox.

37

Section 5

Using GroupWise’s “Find”Block Deleting From Found Items

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

Using the “Find” Feature

Switch to the “Home” tab by left-clicking it.

40

Using the “Find” Feature

Left-click the “Tools” drop-down menu button.

41

Using the “Find” Feature

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

42

Using the “Find” Feature

Use the drop-down menu to select category of item type to run thesearch on. Then left-click the “OK button to continue.

43

Using the “Find” Feature

Use the checkboxes to choose the subcategory to search through, type inthe appropriate search criteria and then left-click the “OK” button.

44

Using “Find” Feature to Delete Items

The “GroupWise Find Results” window will appear and eventually list all itemsmeeting the search criteria. Use the “Ctrl + A” key combination to select all items.

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

Using the “Find” Feature - Completed

When finished the “GroupWise Find Results” window disappears andyou’re sent back to the default GroupWise opening screen.

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

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

50

Section 6

Unbloating Your Mailbox

Manually Archiving ImportantItems for Later Usage

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

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

54

Section 7

Using Built-In Rules How to Archive or Delete Items

From Your Mailbox Automatically

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

Archiving Rules – Recommended Settings

Make changes to these settings to meet your personal needs and requirements.

57

Decreasing Mailbox Bloat

Preparing for Migration to Windows Exchange

A PowerPoint Presentation Created by

Carl StudebakerAssociate Information Systems Analyst

Central IT Support

Revised September 24, 2008

gwtraining@cdfa.ca.gov