Lotus Notes Email Archive Guide For Lotus Notes Client version 5.0.5 File : Lotus Notes Email Archive Guide.doc Page 1 / 10 Printed on : 23/08/05
1. Objective Email archiving is one of the housekeeping works that users need to do regularly. It helps you to keep your mailbox size small, thus avoiding your mailbox to reach the mailbox quota. Keeping your mailbox size allows you to have better performance on your email operation. The key benefits include: 1. The speed to open a smaller mailbox is faster than a bigger mailbox. 2. The speed to perform full text searching is faster in a smaller mailbox. 3. When your mailbox size exceeds the mailbox quota, you may fail to save the emails that you have sent in the sent view. 4. In case you need mailbox recovery, it takes less time to restore a smaller mailbox. File : Lotus Notes Email Archive Guide.doc Page 2 / 10 Printed on : 23/08/05
2. Procedures of archiving emails. Setting up archive profile To archive your emails, you will first need to setup the archive profile. Please follow the below steps to setup the profile. You only need to do it once. 1. Open your mailbox 2. Select Actions Archive Settings from the top menu bar File : Lotus Notes Email Archive Guide.doc Page 3 / 10 Printed on : 23/08/05
3. The below dialog box will be shown. Enter the path and the name of the archive database to be created later. For example, if you enter archive\a_fenton.nsf into the field highlighted below, then your archive database will be located under the \Lotus\Notes\Data\archive\ folder with the file name a_fenton.nsf. Please also specify the number of days after Archive all documents not modified or updated. For example, if this number is set to 30 as shown, that means every time you run Archive Now (will be introduced later in this document), all emails older than 30 days will be archived to archive\a_fenton.nsf. 30 File : Lotus Notes Email Archive Guide.doc Page 4 / 10 Printed on : 23/08/05
4. Click on the Advanced tab and uncheck the option Do not delete documents that have responses. Then press OK. File : Lotus Notes Email Archive Guide.doc Page 5 / 10 Printed on : 23/08/05
Procedures to archive emails There are 2 ways to archive your emails. 1. To archive all emails older than the day you specify in Archive all documents not modified or updated 2. To selectively archive any emails you have selected. To archive all emails older than the day you specify in Archive all documents not modified or updated 1. Open your mailbox and choose Actions Archive Now File : Lotus Notes Email Archive Guide.doc Page 6 / 10 Printed on : 23/08/05
2. Click Yes when prompted the below. To selectively archive any emails you have selected. 1. Go to the All Documents view, and select those emails that you wish to archive. The emails will be archived to the archive mailbox into the same folder as your current mailbox. You may also choose to archive the emails under any specific folder, then a folder with the same name will be created in the archive mailbox automatically. File : Lotus Notes Email Archive Guide.doc Page 7 / 10 Printed on : 23/08/05
2. Select Actions Archive Selected Documents 3. Click Yes when prompted to confirm. File : Lotus Notes Email Archive Guide.doc Page 8 / 10 Printed on : 23/08/05
4. Then you will notice that the archived emails do not exist in your mailbox anymore. To retrieve your archived emails, click on the Archive icon under the All Documents view. 5. Then you will be brought to your archived mailbox, in which you can find the archived emails in their original folders: File : Lotus Notes Email Archive Guide.doc Page 9 / 10 Printed on : 23/08/05
That s all for the archiving procedures. If you have any enquiry in email archiving, please contact ASIHelpDeskMail. File : Lotus Notes Email Archive Guide.doc Page 10 / 10 Printed on : 23/08/05