How to archive emails in Lotus Notes 9 in few easy steps?
Saving older emails is an old practice and one of the reasons behind it is incoming and storing hundreds of emails on daily basis. So, it is better to store all their emails by keeping a copy in hard disk. But storage of data gets hard to manage and also occupies hard disk space.
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Therefore, it is better to archive emails on regular basis. With Lotus Notes, users can effectively store emails, calendars, journals, notes, & much more. Having huge Lotus Notes emails, the size of the file starts increasing which results in slow down the performance of Lotus Notes. Archiving is the best way to reduce NSF file size.
What is Archiving?
Archiving is the method of copying old messages to other locations for controlling storage space on your system. It helps users to improve system performance and maintain the size of the database. Archiving process helps to increase productivity and enable users to retrieve old or deleted files.
Benefits of archiving Lotus Notes emails
Major benefits of archiving Lotus Notes emails –
- Free up storage space
- Increase performance after reducing email size
- Archive Lotus Notes NSF emails as backup
- Store archive emails anytime by the user
How to archive emails in Lotus Notes?
Follow the steps to archive Lotus Notes emails –
- Click on Tools and select Archive Settings option.
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After this, you will find three tabs –
- Basic – Controls the server & workplace settings
- Settings – Used for enabling & disabling archiving
- Advanced – Shows the archived database and the schedule for archiving
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Choose Basics tab, you can do archiving in the following ways –
- Workstation to Workstation archive is done to store archive in local data.
- Workstation to Server to store in archive data which is server-based.
- Server to serve archive enables archiving on a different server.
- Click on the Change option to make archive settings to Workstation to workstation.
- Now, go to Settings tab and select Edit option.
- Now, select the option.
- Select the name for the archive folder.
- Select “Copy all the documents to archive database and clean up the database.”
- Check “Delete older documents from this database”
- Choose Select Documents option to archive the documents.
- In archive document select windows, select “marked as expired” to archive emails that have been expired after a selected time period.
- To apply these conditions to all folders, enable “In these views or folders” option and selecting the folders.
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You can perform archiving it begins at a particular time.
- Archive Now option will begin the archiving process at the same instant.
- Archive Selected Documents will archive the selected documents
- Open Log option will display all archive activities performed.
Concluding Lines
Most of the time, it is required to manage data using the Archive option. In this post, we have discussed a step by step method to archive emails in Lotus Notes.