Is your Lotus Notes mail box full with messages that you cannot afford to remove?Are you frequently getting warning messages that your inbox is full and you may not get further mail until you delete some of you earlier ones?

The solution for this is to have the important mails archived to another destination. Read on to know more about archiving and how to archive mails.

Every organization provides users with limited mail box space due to constraints in server administration. This is typically around 50 MB for an average user, may be a little more for specific users. But this is not all that you want; there may be so much information in your mails and attachments that you want to preserve. So archiving mails is the best option to preserve information and have it for future use.

What is archiving?

Archiving is nothing but transferring the mails from the mailbox of your server to some other location so that you inbox is free and you continue to receive mails as usual.

How to archive mails in Lotus Notes?

Archiving mails in Lotus notes is very easy, just follow the below steps for archiving the mails quickly.

1. When you open your Lotus Notes in the very first line you will find a menu reading File, Edit, View, Create, Actions & Help. Choose the Actions tab and select Archive option and click Settings.
2. You will get a window with archive settings for your inbox. In the Basics view you can choose the destination where you want to archive mails.
3. Go to the settings view and edit how you want to archive mails. You can choose to add categories (let’s discuss more on these later). To start archiving you can just mark a tick mark in the field Enable Archiving and click OK.
4. Now go to you inbox and select mails that you want to archive – by clicking on the left margin adjacent to the mails you will get a tick mark.
5. Now go to the Actions tab again in the top menu bar, choose Archive and select Archive Selected Documents.
6. The selected mails will be saved in the destination you have chosen. This might take some time depending on the number of mails you chosen to archive.
7. To open the archive database, go to the workspace and right click the mouse on a blank area, choose Open Database in the window and select the location that you have given as destination.
8. A shortcut will be created on the workspace for the archive database and you can find the archived mails when you open it.