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Part 6. Using Mail Tools > Task 9 How to Archive Old Mail

Task 9 How to Archive Old Mail

Your Mail file can get pretty big if you never delete messages, so you should do so periodically. However, you'll want to keep some messages as reference, even though you don't need them in your current Mail. You should archive the old messages, which saves them to another database for safekeeping. Archiving can be done organization-wide or personally. Check with your Domino Administrator to find out the policy in your organization. If you have access to archive your Mail privately, you can choose how you want to archive it.

1.
Open the Archive Settings

With your Mail database open, choose File, Database, Properties. The Database properties dialog box opens. Click Archive Settings to open the Archive Settings dialog box.

2.
Add an Archive Criteria Setting

Click the Settings tab in the Archive Settings dialog box, and then click Add to create new settings (select an existing criteria set and click Edit to make changes).

3.
Specify Archive Criteria

Enter a name in the Descriptive Name of These Archive Criteria Settings box. Select Copy Old Documents into My Archive Database, Then Clean Up This Database. The name of the archive database is already created for you (click Archive Database to change it). Then, select how you want to deal with the documents left in your Mail: Delete Older Documents from This Database or Reduce the Size of Documents in This Database (by removing attachments and either leaving only the summary or only the summary and 40K of the message).

4.
Decide What to Archive

Click the Select Documents button to open the Archive Document Selection dialog box. If you want to archive all documents, choose whether you want those that haven't been modified recently or those that are marked as expired. Set a time limit by entering a number and selecting days, months, or years. To archive only certain documents, select In These Views or Folders (select the views or folders, holding down Ctrl as you click to pick more than one). Click OK to close the Archive Document Selection dialog box. Click OK to close the Archive Criteria Settings dialog box, and then select Enable Archiving.

5.
Specify Where to Put the Archive

Click the Basics tab in the Archive Settings dialog box. By default, the archive database is created on your local machine and documents are copied into it from the server. Click Change to modify this. You can specify where the archiving is performed (On My Notes Client or On the Domino Server) and where the archive database is stored (your local machine or a server). Click OK.

6.
Decide to Delete Responses

If you delete a document from your Mail database, you don't want the responses to that document to remain in the database (if you do, you won't be able to tell where a conversation began when you open a reply). To avoid this problem, click the Advanced tab and select Do Not Delete Documents That Have Responses. Click OK to close the Archive Settings dialog box.

7.
Archive Old Mail

If you chose to have the server archive your Mail, that occurs automatically. To archive locally, you need to tell Mail when you want the archiving to occur. To archive based on your criteria, choose Actions, Archive, Archive Now (for selected documents, choose Archive Selected Documents). You can also set up a schedule for archiving by selecting Enable Local Scheduled Archiving (only on a local copy of your Mail).


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