Archiving your mail

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. You define how and when to archive using a set of rules called archive criteria.
Note: Your administrator may have set a policy that controls your archiving options.

You can view archives that you created using theIBM® Notes® client. If you archive on the server, clicking on one of the Archive subentries in either iNotes or Notes 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 Notes client can be seen in both Notes and iNotes, but can be accessed only in the client from which they were created.

You can archive on your home server or locally on your workstation. Here are some things to consider when deciding where to archive:

Server-based archiving:
  • An administrator must enable archiving on the server.
  • You can archive manually or automatically based on the age of the document.
Local archiving:
  • You must archive manually.
  • You can archive while working offline.
  • Available on Microsoft™ Internet Explorer and Mozilla Firefox on Microsoft Windows™ only.
You determine which documents to archive in one of two ways -- by selecting them on a per-document basis, or by archiving automatically, based on the age of the document. Here are some things to consider:
  • If you archive locally on your workstation, you must archive manually.
  • If you archive on your home server, you can also archive manually, or you can define a set of criteria (for example, all documents not modified for 90 days) and the documents are archived automatically when they meet that criteria.
There are two ways to archive a document:
  • Store the document in an archive file, which then deletes it from your mail file.
  • Simply delete the document.