OHSU's Microsoft Migration

lairl · Joined: 08 Nov 2007 Posts: 29

It is important to clean up your archives and we cannot stress the importantce of cleaning up your archives before migration. As a general rule 5000 items is a safe number, but there are exceptions and can be accomodated. Below there are instructions to determine how many you have as well as how to determine the size of your archives.

Number of Items in Archive
1. Open your Archive.
2. Select Tools > Find OR click on the Find icon (magnifying glass).
3. Select NOTHING on the Find dialog box. Just click OK. A Find Results window appears.
4. Watch the number on the bottom right of the Find Results window. When it stops growing, that's how many total items you have archived. Includes messages, sent items, appointments, notes, tasks, trashed items, etc.

Check File Size of Archive
1. From GroupWise (not Archive), go to Tools > Options > Environment > File Location tab.
2. Note the location of your archive and close windows.
3. Now, again from GroupWise, go to Help > About GroupWise
4. Write down the code appearing in parentheses after your username; e.g. (TP7)
5. Go to 'My Computer' and navigate to the location of your archive.
6. Locate the folder named ofxxxarc where xxx is your code from step 4; e.g. oftp7arc
7. Right-click the ofxxxarc folder and select Properties. The Properties window appears and the folder size appears; may take a few seconds to see the total.

osterwei · Joined: 17 Jun 2008 Posts: 1

Hi,

So, we're recommended to have only 5000 items in our email archives when we transition. What do I do with all of the other emails I have but want to keep. I have emails dating back to 2002, that I don't want to lose and are held in separate archive folders because they are so big. Is there a viewer/browser we can use just to view these old emails? We can't do anything but just read and print them? Any info on this would be appreciated.
Thanks!
~patty osterweil

Mike Miller · Joined: 02 Nov 2007 Posts: 34 Location: Portland, Oregon

The 5000 number is sort of an ideal, but not a hard and fast number. Meaning that you can have more than that, it's just best if you delete and empty as many as you can. Doing so just makes the migration of those archives faster and reduces the risk of data loss.

- Mike