Lotus Notes Archive Mail Locally – Know Easy Steps to Archive Emails

Know How to Archive Lotus Notes Emails & Documents Locally

IBM Notes is an email application which offers emailing, task scheduling, calendaring and many other purposes. Every Lotus Notes mailbox is associated with a storage file i.e. NSF File (Notes Storage Facility) which stores all the mailbox items. After using IBM Notes for a long time, there comes a situation when the size of NSF file increases which in turn affects the performance of the email client. In such situations, users want to know how to archive Lotus Notes emails locally. Thus, users can refer the following post and find out the solution for their problem.

Advantages of Lotus Notes Archive Mail Locally

Although IBM Notes comes with many useful features but one of the best features offered by it is the archiving feature. This option enables users and system administrators to save their emails and other documents in a different database file and delete those files from the main database. This entire process results in reducing the size of database and managing the size which is about to reach the maximum set limit. The Lotus Notes archive mail data will not be stored on the server, thus, it is suggested to save the data in external hard disk or any other storage media so that users can restore the data if any disaster occurs.

The benefits to archive Lotus Notes emails are described in the following segment:

  • It improves the overall performance of the system as the size of the main database reduces.
  • The process creates free space in the DB which decreases the chances of reaching it to the maximum set limit.
  • Lotus Notes archive mail locally acts as a backup of the emails.

Manual Steps for Lotus Notes Archive Mail Locally

  1. Run IBM Notes 9.
  2. Open Mail Database and click on Actions tab. Then, select Archive option and click on Create Criteria option.
  3. Now, Create Archive Criteria window will appear. Here, you have to enter the details of the desired criteria such as Name of Criteria, selection criteria, select the archive NSF file and the option to remove archived documents or reduce the size of documents.
  4. For the “Selection Criteria”, choose the documents which you want to archive.
  5. Click on OK button once you have successfully entered the archive criteria details.
  6. Here, a window prompt will appear which will ask that if the user wants to set the schedule time and day for archiving.
  7. Click on Yes button to set the schedule and No if you want to select the emails or documents which you want to archive.
  8. Now, in the criteria tab, select Archive1 folder and click OK button to close the settings.
  9. In the next step, open the emails and choose the desired emails which you want to archive. For this, go to Actions>>Archive>>Archive Selected Documents.
  10. Then, the destination where all the emails will be archived id selected. The Archive1 which was created earlier is selected. Click OK to save those emails.

Easy Method for Lotus Notes Archive Mail Locally

There are two procedures using which users can save their IBM Notes emails to the local system. One is by using the manual procedure which provides an option to save the email messages locally and deletes them from the DB file. There is second option as well which allows the users to backup the mailbox data in PST format or users can also transfer the data to Microsoft Exchange and Office 365. SysTools Mail Migration Wizard is a single application using which users can migrate Lotus Domino to Exchange, Office 365 and Outlook. There is an option to move to any of the three major email application provided by Microsoft.


In the above post, we have explained such an important and useful feature offered by IBM Notes application i.e. the option to archive Lotus Notes emails locally. This option helps users to manage the main database which is getting close to the maximum size limit and affecting the performance of the email client. The importance of Lotus Notes archive mail locally helps users to eliminate the unnecessary data from from the NSF file. Therefore, this post explains the methods of saving emails and other mailbox items into local storage.

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