Archiving Your Notes Mail

Archiving your mail is one way to reduce your mailfile size on the server and keep your email client running smoothly. These directions should help you archive your mail with a few simple changes to the default settings. Be sure to read the Archiving FAQ for more explanation.



1. Open your mailbox in your Notes client. On the menu click Actions, Archive, Settings. The Archive settings window will open up.







2. Click on the Criteria tab and then highlight an archive critera such as 'Default for Last Modified'. Click the Enable button to the right. By default, this criteria will archive all messages that you have not modified in the last 365 days. You can change the number of days to archive by clicking on the 'Edit' button and then click the Selection Criteria button. It is not recommended to change any other settings from those explained here.



3. Click on the Advanced tab and uncheck the box that says 'Delete a document only when the criteria can delete all responses as well.' If you leave this box checked, messages with responses will still be archived, but will not be removed from the server, which will not help decrease your mail file size.







4. Click OK on the window.



5. Now we are ready to archive. On the menu, click Actions, Archive, Archive Now. Click YES when it asks to archive now. Note: If you changed your settings to archive only messages you select, you will need to select those messages and go to Actions, Archive, Archive Selected Documents, and then select an archive to put them in.



6. Sit back and be patient for the process to complete. If you archive regularly, it should take less than a minute. If you have never archived and there are years of messages with large attachments in your database, the process could take several minutes to complete. How will you know if it is still working? The progress bar on the bottom will tell you when it is done working. Any time you see a little yellow thunderbolt flashing in the lower left-hand corner, you will know that Notes is working and not to click on anything else to interrupt it until finished.



Please note that local archives are likely encrypted, and since they are you will need the ID file used to create the archive in order to open it. Be sure to always keep a copy of that ID file from your data directory when moving to a new computer.



For more help, please consult the Notes Archiving FAQ or contact the IS Computer Help Center at 472-3970.