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ARCHIVING LOTUS NOTES MAILS

Why do we have to archive Lotus Notes mails?

UNSOA Staff are allocated limited hard disk quota at the server for mails. Once thequota of an account is fully utilized, the said account refuses to receive or send

emails.

An indicator of the status of your quota which is a horizontal bar can be seen at theupper left corner of your mail window. Green indicates that you have sufficient spacefor mail storage. On the other hand, red warns you that it is about to be full.

Green bar indicatesthat enough space is

available. Putting themouse pointer over thebar shows details ofhard disk space quota.

Red bar indicates awarning that the spaceallocated for your mailsis about to be full.

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How do we archive Lotus Notes mails?

Before archiving mails, a folder has first to be created under Archives. This is doneas follows:

A menu box will appear as shown below.

Go to the Lotus Menubar and select Actions,then Archive, andclickCreate.

Type the name of thefolder where you willstore your mails to bearchived, e.g.,Oldmails in this space

You canverify thatthe folderyou createdis enabledby clickingon Archive.

Click on the box whichsays Enable thiscriteria to activate it.

On other pop up menuboxes, just click ok.

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You can now archive your mails in your computer.

Highlight mails that you

want to archive byclicking on them, whilepressing on Ctrl if thereare more than one.To archive mails you

highlighted into thefolder you created, clickon Actions on theLotus Menu bar, selectArchive, then click onArchive Selected

Documents.

Another pop-up box willappear. Click on thefolder where you wantthe mails to be savedor archived. In thisexample, it isOldmails.

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The volume of spent space in the server will not change until after they arecompacted. Compacting has to be done immediately after archiving mails.

Another pop-up box willappear to indicate thatit is saving your mail tothe folder you created.

Archived mails will be saved in yourcomputer and be accessible with LotusNotes. To access them, click on Archive,and locate the mail in the folder where yousaved it.

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How to Compact your data in Lotus Notes 8.5.

Go to the Lotus Menu

Bar, click on File,Applications, thenclick on Properties.

Click on the i tab in theProperties dialog box.

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Click on Compact

button and wait untilyou see a summarywithin the propertieswindow.

Summary windowappears after

compacting.You now have torestart Lotus Notes toeffect the compactingof mail quota.

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To re-start, go to Lotus Notes menu bar and select file, exit, then click on yesbutton on the dialog box titled: IBM Lotus Notes. Launch Lotus Notes againand check your quota indicator (horizontal bar).

I trust that this guide will serve you well.

Catherine Kitala - IT HelpDesk

The quota indicatorshould be green andthe used up space bereduced.