MAIL AND ADDRESS BOOK

Managing archive criteria
On the Criteria panel of the Archive Settings dialog box, you can examine sets of archive criteria provided by your organization and select the set you want to use. The box below the list of sets summarizes the features of each set. Your organization may also allow you to create, edit, and delete criteria sets.

If the Archive Settings dialog box is not open, choose File - Database - Properties and click "Archive Settings."

Tip A single database can have multiple sets of criteria that archive to separate databases. If all the criteria sets archive to the same database, consider carefully how the options for each set interact, because all the criteria will be applied each time you archive.

Note If your organization allows you to archive your own mail, see Archiving mail messages to free up space for an overview of the process you need to follow.

Click any of these sections:


To check a database's archive criteria

1. Open the database.

2. From the menu, choose File - Database - Properties and click "Archive Settings."

3. See what set of criteria is selected.

4. Click the set of criteria to see its details, including the name and location of the archive database for each set.

To create or edit a set of archive criteria

For any database (except mail if prohibited by an archive policy), you can create and edit private criteria sets. In mail, criteria sets you can't edit appear with lock icons.

1. Open a database you want to archive (for example, your mail).

2. Choose File - Database - Properties and click "Archive Settings."

3. Do one of the following:

4. See Creating or editing a set of archive criteria to refine this set of criteria and specify other archive database settings.

5. If you did not enable the set of criteria while setting options in Step 4, select the criteria set and click Enable now.

6. (Optional) Click Advanced to change the way archiving handles documents that have responses, and to set up an archive log. The Advanced settings apply to all sets of criteria.

7. Click OK to close the Archive Settings dialog box.

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To enable a set of archive criteria

Notes uses only archive criteria sets that are enabled. If no set is enabled and you ask for a database to be archived, nothing is archived.

1. Open a database you want to archive (for example, your mail).

2. Choose File - Database - Properties and click "Archive Settings."

3. Select a set of criteria in the list, or click Create to create one if there is no set listed.

4. (Optional) To edit one of your private sets before enabling it, click Edit.

5. Click Enable to put the selected set of criteria into effect.

6. Click OK.

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See Also