GroupWise is the e-mail program supported by UT Southwestern and is similar to Microsoft Outlook and Eudora. Go to the Downloading and Installing Groupwise for PC Users page for instructions on how to install the program.
USING GROUPWISE
Starting the Program and reading e-mail
- To start GroupWise, double-click the GroupWise icon on the computer desktop.
- Enter a SouthwesternID and password.
- When GroupWise opens new mail will be visible in the main screen with a list of available folders on the left including "Sent Items" and "Mailbox." When the program begins, it will automatically open in "Mailbox." To read an e-mail, double-click on the message. Any time a message or meeting appointment is sent, a copy is stored in the "Sent Items" folder.
Creating New Folders
New folders may be created in the mailbox to organize and filter items. The "Cabinet" folder is where personal folders are created and stored. To create a folder, follow the directions below.
- Right-click on "Cabinet" and select "New Folder."
- Select "Next" in the dialog box.
- Type the name for the folder in the next window.
- Select "Next."
- Select "Finish."
- Messages can be dragged from other folders to assist in organizing the Mailbox. All messages moved to other folders are still counted toward space limits. Only Deleted and Emptied items no longer take space. To learn more about Mailbox Storage Size and maintaining mailbox items visit the Information Resources eLearning page. This page does require intranet access.
ARCHIVING E-MAIL
Messages older than 180 days are systematically deleted. This includes messages in any folder including the "Cabinet" folder. To save the messages you must remove them from the UT Southwestern mail server before they’re deleted and store them on another drive. This process is called "Archiving."
Mail may be archived to any drive or directory desired. For users who have their own computers, the computer's hard drive is a good choice. Saving to the hard drive will enable users to view the messages on the hard drive while away from campus. Additionally, the hard drive provides a large amount of storage for e-mail archives. One disadvantage is that if the hard drive crashes the messages will be lost. It is good practice to back-up files on a regular basis to reduce the impact of hard drive issues. For assistance on ways to back-up local drives, please e-mail or call (214-648-7600) the IR Call Center.
Messages can also be archived to personal folders on the O: drive. These drives are routinely back-up and run a lower risk of loss. For more information on personal folders, visit the Personal and Class Folders page.
The procedures below describe how to archive mail to specific locations. They assume GroupWise is installed on the computer. Go to the Downloading and Installing Groupwise for PC Users page for instructions on how to install the program.
Setting the e-Mail Archive to the Hard Drive
- Before beginning, create a folder on the hard drive for the archived mail. The folder can be located anywhere on the hard drive, but make note of the location.
- To start GroupWise, double-click the GroupWise icon on the computer desktop.
- Enter a SouthwesternID and password.
- When GroupWise opens, select "Options" from the Tools menu.
- Double-click on "Environment."
- In the File Location tab, select "Archive Directory" folder.
- Enter the name of archive folder created earlier or browse to find the folder by clicking on the folder icon. Do not change any other settings (Custom Views; Save, Check Out; Caching Mailbox Directory).
- Select "OK."
- Select "Close" in the Options window. E-mail is now set to archive to the hard drive. If archiving to a personal computer, make sure items are not accidentally archived to one of the school workstations. If archiving is done from a workstation, messages will be saved to the workstation rather than the personal computer and may not be retrievable.
Setting the e-Mail Archive to the O: Drive
- Log into a computer on-campus using a SouthwesternID and Password.
- Before starting GroupWise, create a folder on the O: drive for the archived mail. The folder should be created in the Southwestern ID folder.
- To start GroupWise, double-click the GroupWise icon on the computer desktop.
- Enter a SouthwesternID and password.
- When GroupWise opens, select "Options" from the Tools menu.
- Double-click on "Environment."
- In the File Location tab, select "Archive Directory" folder.
- Enter the name of archive folder created earlier or browse to find the folder by clicking on the folder icon. Do not change any other settings (Custom Views; Save, Check Out; Caching Mailbox Directory).
- Select "OK."
- Select "Close" in the Options window. E-mail is now set to archive to the personal folder on the O: drive. Messages archived to the O: drive will only be available when logged into a student workstation or other university PC on campus.
Archiving and Retrieving Messages
The steps above created and identified a location for archived messages to reside. These steps only have to be completed once. The final process is to actually select and archive messages. Archiving of messages should be done on a regular basis. The first or last day of the month is a good practice. As noted above, messages in all folders of the mailbox, including the "Cabinet" folders must be archived to be kept. The directions for moving the messages to the archive are below. They are the same for any message in any folder.
- To archive an e-mail message, right-click on it and select "Move to Archive."
- To access archived messages, select "Open Archive" from the GroupWise File menu. The messages will now be available. If not, remember that to access O: archives users must be logged into a student workstation or other university PC on campus.
For assistance with any of the steps above or questions regarding GroupWise or archiving, please e-mail or call (214-648-7600) the IR Call Center.
