Email Archiving Guide

National Parks Board

June 2010
 Table of Content

 How do I check my current Mailbox Size

 What to do if Mailbox Size Utilization does not reduce after
Archival or Deletion
 How to setup an ARCHIVE
 How to schedule an ARCHIVE
 What if scheduled ARCHIVE fails to run?
 Why some emails older than 3 days are not ARCHIVED?
 How to perform Manual Archiving
 How to Compact your Mailbox
 When is the best time to do Archiving & Compacting
 Frequently Asked Questions (FAQs)
How do I check my
current Mailbox
Size
How do I check my Current Mailbox
Size ?
What to do if Mailbox
Size Utilization does
not reduce after
Archival or Deletion
 What to do if Mailbox Size does not
reduce after Archival or Deletion ?
Step 1: At Workspace > right click on mailbox database > click Database
> click Properties > click on % used
Step 2: If % shown is less than 95%, click on Compact

Note:
Once COMPACTED, exit from Inbox and open Inbox again to view updated size.
How to setup an
ARCHIVE
 How to setup an ARCHIVE ?

• Step 1:
In your Lotus Notes > click on Action menu> click Archive > click Settings
 Step 2:
Click on Settings tab
 Step 3:
Click on Add
 Step 4:
Enter a descriptive name for your archive (e.g. Rozel Email Archive Jan-may2010) >
click Archive Database
 Step 5: Click on the icon > browse to D:\Mail Archive > enter desire filename (e.g:
rozel_jan_may_2010) > click Select > click OK
 Please see Note below if you are unable locate the folder Mail Archive

Note:
- Create a folder called “Mail Archive” in D:\ drive to store mail archives
- All *.nsf are to be used by Lotus Notes, do not delete.
 Step 6:
Verify your settings > Click OK
 Step 7:
 Select the archive database you have just created > select Enable archiving
 Click OK
How to Schedule an
ARCHIVE
B) How to Schedule an ARCHIVE ?
• Step 1:
Click on the Settings tab > select the name of the archive database (Rozel Email Archive
Jan-May2010) > click Edit.
 Step 2:
Click the Select Documents
  Step 3:
Choose not modified > set the duration to 3 days > click OK.

Note:
Recommend setting for not modified after to be 3 days . This is to minimise occurrence
of mailbox quota full situation
 Step 4:
Verify the settings and click OK.
 Step 5:
- Click on the Advanced tab.
- Check the Log all archiving and Scheduled Archiving Check Boxes
- Click on Schedule button.
 Step 6:
Select the time and days you want it to run and click OK.

Schedule should be set as follow :

Laptop User > Mon - Sun
Desktop User > Mon – Fri

It is advisable to set it to run during lunch

time as this is the time you normally login to
Lotus Notes and are not using it.

Note:
• Auto-archiving will only work when
you are login to Lotus Notes.
• It is advisable to e-file important work
related emails via KRIS.
• Any queries on e-filing, please
approach Corporate Admin.
 Step 7:
Click OK .
What if scheduled
ARCHIVE fails to
run?
 What if scheduled ARCHIVE fails to
run
 Scheduled Archive runs automatically based on your setting. However it will fail if
you are Not logon to Lotus Notes.
 You can force an archive by performing steps 1 and 2 once you have logon to Lotus
Notes.
Why some emails
older than 3 days
are not Archived?
Why some emails older than 3 days are
not ARCHIVED ?
 Emails are automatically archived based on the condition “eMails not modified
after x days”. In this case x=3.
 Emails with the following condition will not be archived :-
 Emails that have been
 Replied/forward/modify within the past 3 days
 Marked /flagged as important or priority within the past 3 days
 Copied /moved from one folder to another within the past 3 days

 In the event you want to archive these emails, you can do so manually. Click here
to find out how you can do so. Please do the same to the rest of the folders such as
Sent, Drafts, folders and its subfolders.
How to perform
Manual Archiving
How to perform Manual
Archiving ?
 Step 1: Select the emails you wish to archive
• Step 2:
Go to Actions > click Archive > click Archive Selected Documents
NOTE: Do not archive the “All Documents” folder this way as emails will not
automatically be moved to subfolders. Subfolders must be archived individually.
• Step 3:
Select Archive Destination > click OK
How to Compact
your Mailbox
 How to Compact your Mailbox

Step 1: At Workspace > right click on mailbox database > click Database > click
Properties > click on % used
Step 2: If % shown is less than 95%, click on Compact

Note:
Database compacting may take some times to complete. Depending on database size and also
space to be compacted. You may perform this when you are away from your desk for about half
an hour or so.
When is the best time
to do Archiving &
Compacting ?
 When is the best time to do Archiving &
Compacting ?
ARCHIVING
 Archive as per scheduled, and
 Archive before 26th each month to maintain mailbox size below 55MB

COMPACTING
 Compact after manual archiving or deletion.
 Compact when the % used is less that 95%:
FAQ
 Frequently Asked Questions (FAQs)

Q1: Why does my mailbox still exceed the quota after archiving all emails in Inbox
A1: Possible reasons include:
 Deleted emails are still left inside “Trash”
 Emails in Sent Box and other personal folders are not archived
 Calendar entries also take up mailbox space
 “COMPACT” was not run after emails deletion or archival

Q2: Why is mailbox size capped at 55MB ?

A2: this is because GEMS (Government Email Service) is a subscription based
service. Additional space will result in additional cost.

Q3: Why mailbox size does not decrease after archival / deletion of emails?
A3: You need to run Compact on your mailbox. An alternative is to let the system
compact automatically. This will be done on Sunday.
 Frequently Asked Questions (FAQs)
continue…

Q4: How to COMPACT mailbox database ?

A4 : Step 1: At Workspace > right click on mailbox database > click Database >
click Properties > click on % used
Step 2: If % shown is less than 95%, click on Compact

Note:
Database compacting may take some times to complete. Depending on database size and also
space to be compacted. You may perform this when you are away from your desk for about half
an hour or so.