How To Archive Emails In Lotus Notes

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  • Published on
    November 30th, 2016
  • Updated on
    October 6, 2020
  • Read Time
    4 minutes
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Shortage of storage area is always a huge inconvenience for Lotus Notes users in their regular basis task. In this article, we will guide you on how to archive emails in Lotus Notes using the manual tricks. IBM Lotus Notes is a predominantly used business enterprise application integrates instant messaging, browsing, contacts management, team rooms and emailing services. Each Lotus Notes account is linked with a database file known as  Notes Storage Facility (NSF) file that effectively preserves calendars, emails, journals, and much more. Due to the legitimate exchange of Lotus Notes Email with several clients, the size of files starts increasing automatically that results in slow down the performance of Lotus Notes. Archiving the files is the best way to reduce the size of NSF files.

What is Archiving?

Archiving is the process of copying old messages to other location for controlling storage space on your computer. It helps to improve your software and computer running performance. It maintains mail database size as well as helps in referencing old mail messages or archived emails. The archiving process increases IT productivity and enables users to retrieve their old misplaced or deleted files simultaneously.

Benefits of Archiving Lotus Notes Emails:

Following are the major benefits of archiving Lotus Notes Emails:

  • Free up the maximum usage of database storage space
  • Helps to enhance mail server performance after reducing NSF emails size
  • Archive Lotus Notes NSF emails to intact as a backup
  • Store Archived emails messages can be accessed any-time by the user.

Methods to Archive Emails in Lotus Notes:

1. Manage Your NSF Emails Size

You can check your NSF file size from its Properties from the File menu in the Lotus Notes to limit your file size. Make sure your NSF file size limit should be less than 500MB.

  • Open File menu-> Click on Application -> Choose Properties.
  • Press “i” button. It indicates the actual NSF files size after “Disk Space” on your Lotus Notes.

2. Learn About Pre-defined Settings

Maximum organizations already placed archive settings in their Lotus Notes. It helps organizations to manage the flow of emails from each user and boosts computer’s performance.

  • Click on Actions-> Select ct Archive-> and then Press Settings.

3. Define Your Archive Settings

user can archive all Lotus Notes emails and can choose a particular time interval for auto-re-archiving. Simply set the criteria to determine how many times Lotus Notes needs to be archived.

  • Open the suitable application.
  • Press Actions menu-> Click Archive-> Select Settings option .
  • Tap on Criteria and check “Default for last modified” is selected or not.
  • Hit on the “OK” button to save all the changes.
  • Double-check the Criteria Option is enabled

4. Schedule Automatic Archives in Lotus Notes

Setting up auto archives will let you save your time and efforts for regular and systematic archiving process.

  • Open Lotus Notes application
  • Select Actions menu-> Click on Archive-> Press Settings.
  • Go to Schedule option and check ” Schedule archiving” is chosen or not
  • Now, select the desired time and date on which you want to archive your files.

5. Archive Lotus Notes Manually

After setting up the automatic archive method, still, you can use the manual method to archive your Lotus Notes files.

  • Open Lotus Notes application.
  • Open any specific mail you want to archive
  • Click on Actions menu-> select Archive option-> and then Archive Now.
  • Click “Yes” to start the archive process as per your pre-defined settings.

6. Apply Drag and Drop Trick to Archive

It is another way to archive Lotus Notes manually.

  • Start Lotus Notes.
  • Open mail or folder you would like to be archived.
  • Choose any particular message to archive.
  • Now, Drag that message(s) to the needed archive in your Navigation pane.

7. Examine Archived Messages

After completion of the archive process, still, you require to access it intermittently. Your archive file will duplicate the folders you have created in your Lotus Notes account and the others will remain in an organized form.

  • Open the Lotus Notes
  • Tap on Archive in Navigation pane.
  • Choose any specific archive (i.e., Default for previous changed)

Hence, we have discussed the step by step procedure to archive emails in Lotus Notes. The archiving feature provides the user with a way to manage the exceeding mailbox size that affects the Lotus Notes performance. The importance of Archiving emails has been diagnosed such as reducing the unwanted server space by eliminating the archived items from the server. Therefore, follow the steps and archive emails in Lotus Notes flawlessly.

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