Q:
Archiving Calenadar in Lotus Notes
I have Lotus Notes 6.5.1 with Windows XP Pro. When I archive my mail, calendar entries disappear and I cannot find them in the archive. How do I ensure that the calendar entries are being archived and how can I find them in the archive?
ASKED:
Jun 13 2008 7:27 PM GMT
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A:
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If the items are still in your original calendar then the archive did not complete. Follow the steps below to archive your Lotus Notes data,
Archiving frees up allocated space on the server (your quota) and improves the performance of your mail by moving documents to another database on your computer's hard drive. It is important that you make archiving something that you do on a regular basis.
It's easy to access your Archive database at any time:
* Click Tools
* Click Archive
* Click the folder under archive
Remember.... this database is located on your computer's hard drive. If your computer crashes you may lose it. If you want to create a backup copy you can do so by copying the archive folder to a CD or external drive. The path to your archive folder is c:/lotus/notes/data/archive.
Before you can archive documents you must enable one of the default archive criteria. We recommend that you enable the criteria called "Default for Last Modified".
* Click Actions > Archive > Settings
* Click Default for Last Modified and then click the Enable button
* Click OK
* A check mark will be placed next to the enabled criteria.
To manually archive documents that you select:
* Go to the All Documents view (or any other view or folder)
* Click the document that you would like to delete from this database and move to the archive database
(To select more than one document, click in the "gutter" all the way to the left of each document placing a check mark next to them)
* Click Actions > Archive > Archive Selected Documents
* Select the default archive folder (Default for Last Modified) and click OK
(You can also drag and drop documents from any view/folder to your Archive folder in the navigation pane)
Be careful! If you archive calendar entries they will be deleted from your Calendar and moved to the Calendar in your archive database. Also, if you archive stationery, drafts or To Do List documents you will not have access to them in your current mail database.
To automatically archive documents based on the criteria you've enabled:
* Click Actions > Archive > Archive Now
(In this case the Default for Last Modified criteria is enabled so all documents that have not been modified in the last 365 days will automatically be moved to the archive. This criteria can be edited.)
To edit a default criteria setting:
In this case the Default for Last Modified criteria setting is "All documents not modified in more than 365 days". You can change this.
* Click Actions > Archive > Settings
* Click the default criteria (i.e., Default for Last Modified) that you wish to change and click the Edit button
* Click the Selection Criteria button
* Make the changes (i.e., change the number of days and/or select certain folders to archive from)
* Click OK to close each of the dialog boxes
Let me know if you still have problems.
