Lotus Notes Archiving Instructions

"Archiving" removes messages from the Lotus Notes (LN) mail server and creates an archive database on your local machine. This clears up space in your account, but preserves the original format of the message and allows you to easily access the message from inside your LN Client. Since archived messages are stored on your local machine, they will not be available from another location. A good suggestion would be to select older and larger items that you won't need to access too frequently.

To set up archiving in Lotus Notes:

1. Open the Lotus Notes Client and go to your Inbox.

2. Click on Actions, and choose Archive, and then Settings.

3. In the resulting box, click on the Settings tab and check the Enable archiving checkbox so that it is active.

4. Click OK. At this point, archiving should be set up.

Manually archiving messages:

1. From your Inbox, click to the left of the messages you wish to archive in order to place a checkmark beside them.

2. Once you have selected all the documents you wish to archive, click on Actions, and choose Archive, and then Archive Selected Documents.

3. On the box that pops up, click "OK"

4. The selected messages will now be archived to a file on your local computer.

Accessing archived messages:

1. To access archived messages, go to your Inbox, and in the left pane expand (double-click or single-click the '+' sign) Tools, then expand Archive, and finally single-click on the remaining icon, usually named Default for Last Modified.

2. At this point you will now be able to read and modify the archived messages stored on your local machine.

Requests for additional assistance with archiving can be addressed to Microcomputer Services at 785-628-4021 or Mark Griffin at mgriffin@fhsu.edu.