Archive Email Folders in Lotus Notes – Brief Techniques
Archiving is a process rendered by most of the email service providers, as part of helping users manage their data efficiently. The efficient management does not just include the smooth exchange of messages but also their maintenance and storage. IBM Notes is one of the top preferences of enterprises worldwide for communication purposes offers the same feature as well. The application is more of an application suite as it features way more integrated tools than just emailing and calendaring which makes it highly suitable for enterprises to archive emails in Lotus Notes.
Archiving in IBM Notes is not different but just has certain added benefits over the others along with some different set of options for customizing the process. Therefore, this article features the same in a brief manner for users to be able to independently work out the archiving of NSF file storage.
Briefing How to Archive Emails in Lotus Notes
In order to understand the requirement of archiving your Notes storage, it is important to be well versed with the same as well. In order to check the size of your Notes repository for email archiving, go to the database Properties option from Notes File Menu.
The tab that reads ‘i’ is the one containing information regarding data storage limits defined for a database. Most organizations predefine the storage limit for email stores created by their Notes application.
TIP: Archive emails is Lotus Notes can be determined and executed on the database, referring to the storage size defined by the application in order to manage it in future. Alternate archiving can be carried out with the help of this information on regular intervals.
When you archive email folders, they are separated from the main database to a single database and stored locally on the user machine only. Therefore, this also acts as a backup that is handled and controlled solely by the user.
Setting up Criteria
In the Actions menu, you will find an Archive option within which Create Criteria option can be seen. On the window that lets you set criteria to archive email folders, you can assign criteria of your choice for selection of documents during archive, what should the target path be, and more such settings to be implemented.
Document Selection and Criteria Implementation
In the next stage, the user is required to select documents that need to be archived from the existing Notes account, i.e. choose the mail folders for archiving purpose. Once a selection has been made, choose which criteria need to be implemented upon the archive process according to the customization selected.
Access Archived Data
Once the archive is generated, the Archive section on Notes application will list all the archives generated until now. From there you can select the recently created archive and view its contents and cross check whether the specified customization implements successfully or not.
Although the application suite of Notes is integrated with a number of other applications as well, yet email is its most used asset. Therefore, to archive email folders turned out to be its user’s most essential requirements. The segment above explains in brief archiving emails in Lotus Notes for users to maintain a copy of their account data separately and eliminate the load on the main database file.
The Final Words
The above- discussion makes easy for users to have the complete understanding about how to Archive emails in Lotus Notes in details. You can also take help from this article to access archived data If still, you want any assistance then, feel free to contact us.