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Using Archives

You archive documents to manage the size of your mail file. Archiving frees up space and improves the performance of your mail. It is particularly useful for large mail files. You can archive messages, notebook pages, and to do documents. Your archive mirrors your mail file, and includes all the same views and folders. Most of the tabs are available in your archive, except the Welcome Page and Contacts.

What is archive criteria?

When you set Archive preferences, you create a set of criteria (a set of rules) for how and when to archive. Then when you view your Archive entries in the left navigator pane, all enabled criteria displays, including any set by your administrator. For example, if you set Archive preferences to archive manually selected documents, the criteria you will see is "Default for Selected (No aging)." If you set Archive preferences to archive based on a time frame, the criteria is "Default for Last Modified."

Can I view archives I created in the Notes client?

If you archive on the server, clicking on one of the Archive sub-entries in either IBM(R) Lotus(R) iNotesTM or Lotus Notes(R) opens the archive database created by that criteria on the server where the archive database is stored. If you archive locally, the archive is "local" based on the desktop, not local to your mail account. So archives created via the Lotus Notes client can be seen in both Notes and Lotus iNotes, but can be accessed only in the client from which they were created.

Note Your administrator may have set a policy that controls your archiving options.

Before you can archive

Before you create an archive you need to complete these steps:

  1. Determine how you want to archive.
  2. Set Archive preferences.

Archiving tasks

Perform any of these tasks to create and manage archives.

Task
Steps
Create an archive file

Note If you are archiving locally and you have not already installed the IBM(R) Lotus(R) Domino(R) Sync Manager, the first time you archive a document, you will be prompted to download the Domino Sync Manager software. Click yes to install.
  1. Select the document you want to archive.
  2. Click the arrow next to the move to folder icon folder and then select Archive.
Restore a document from an archive
  1. Select the document you want to restore.
  2. Click the arrow next to the move to folder icon folder and then select one:
    • Restore -- to copy the archived message from the archive file and restore it to your mail file.
    • Restore and Delete -- to remove the archived document from the archive file and then delete it.
View your archive file
Expand the Archive view in the navigation pane, and then select an archive.
View your archive log file
You must view your archive log from your Lotus Notes(R) client. Open the archive log (archive\l_username.nsf) the same way you would open any Notes application.