Lotus

Notes Archiving --- 8.5.x

Archiving Settings for the Lotus Notes 8.5.x Client

There are several key points to remember when archiving within Lotus Notes. They are as follows:
1)
2)

3)
4)
5)
6)
7)

The archive process is the same for either the PC or the MAC computers.
The archive process creates a local copy of your email account on the computer from which you issue the archive
command. A local copy means the archive is not on the email server, but on your computer. Lotus Notes can still use the
archive to read and send email, but the archive file is physically on your computer.
Always archive from the same computer. Since the archive command will create a new archive file if necessary, always
archive from the same computer to keep your archive email in one file.
Your emails are not deleted when archived; the emails are copied from the email server to the local computer.
If you delete an email in the archive, the email is not recoverable, do not delete archived emails.
You must have a Lotus Notes client to archive. You cannot archive from Webmail.
These instructions are for Lotus Notes 8.5.x. While the set-up features are the same for older versions, the retrieval feature
is not available in older versions of Lotus Notes.

Steps to take before the First Archive

The first time you archive you will create the archive file on your local computer and copy any archived emails to the
new archive file. The process to accomplish this is as
follows:

From your Lotus Notes Inbox:

Actions Archive Settings



This will open the Archive Settings dialog box.
The Archive Settings dialog box will open to the Criteria settings.
There will be a check mark next to Default for Last Modified.
Last Modified refers to the action on the emails, modified versus
Last Accessed. Please use Default for Last Modified.
Click the Edit button to continue.


Clicking the Edit button will open the Edit Archive Criteria
window.

-The Descriptive name is Default for Last Modified.

- There is a check mark next to Enable these criteria.
- (We will look at the Selection Criteria next. Skip for now)
- There should be a selection next to Copy Document into my archive
If you select the Just clean up feature; your emails will be deleted.
Select Remove archived documents from this application. This will copy the
archived emails from the server to the local archive.



Before you click OK, click the Selection Criteria button.



This window will allow you to
determine how many days you want to
keep email before the email is eligible for archiving.
- Below All Documents should read not modified in more than.
- The number of days is your choice, but please be reasonable. I use 90
days. The default is 365 days. Four months is 120 days. Remember, this
setting is for documents not modified, (replied, forwarded, edited, etc.).
Basically, this is for emails that were read and set aside.
- There should be a selection next to In all views or folders. Select OK.

This will return you to the Edit Archive Criteria dialog box. Click OK to
go to the first Archive Settings screen.

On the left-hand side of the panel, click Advanced. This will open the
Advanced selections.

There should not be any check marks on any of the selections on this
screen. The grayed-out check mark is associated Log all archiving and
is not active.


Next, click Schedule (on the left-hand menu) to review these settings.
If you wish to schedule your archiving, you will set the schedule from this screen.
- Put a check mark next to Schedule archiving.
- Set the time to archive - Set the dates you want to archive by putting check
marks next to the days of the week. - There should be a selection next to Any
Location.
Please remember:
- Computer must be on and Lotus Notes opened.
- The archive agent will run at the scheduled time no matter what else you are
doing in Lotus Notes and will restrict your access until finished.

Click OK to close the Archive Settings dialog box.

Archive Settings Check List:

1. __

Open your Lotus Notes to the Inbox.

2. __

From the top menu, select Actions Archive Archive Settings

3. __

Select Default for Last Modified or other appropriate name (it will be blue when selected).

4. __

Click on Edit on the left-hand side.

5. __

Verify that Enable this Criteria is selected.

6. __

Click on Selection Criteria.

7. __

Verify the settings read All Documents Older than, 90, Days.

8. __

Verify the selection In all Views or Folders is selected.

9. __

Click OK to return to the Edit Archive Criteria dialog box.

10. __
Verify the file path is correct. This should be to C:\Program
Files\IBM\Lotus\Notes\Data\Archive\a_E1234.nsf

or C:\Program Files\Lotus\Notes\Data\Archive\a_E1234.nsf or \Data\Archive\E_1234.nsf or a local
storage destination, (flash drive, external drive). Do not

place archive files on the H: or S: drive. These will be removed.
11. __

Verify the select Remove Archived documents from this Application is selected.

12. __

Click OK to return to the Archive Settings dialog box.

13. __

Click the Advanced Tab on the left-hand side of the dialog box.

14. __

Verify that neither select on the Advanced Tab is selected.

15. __

Click the Schedule Tab on the left-hand side of the dialog box.

16. __

Verify the selection Schedule Archive is selected.

17. __

Verify the selection Any Location is selected.

18. __

Click OK to close the Archive Settings dialog box.

19. __

Return to the top Actions menu and select Actions Archive Archive Now.

20. __

Click Yes when prompted, Do you wish to Archive Now?.

21. __

Wait for the Archive process to complete.

22. __
Verify you can open the Archive file by selecting Archive Default for Last Modified on the left-hand
menu.
The archive process is complete. If you need assistance with this process, please contact Help Desk at 414-8324
or enter a Heat Self Service ticket at HTTP://HELP