Click either of the following:

• To select documents based on activity
• To select documents based on folders or views

If the Archive Document Selection dialog box is not open, open the database you want to archive, choose File - Database - Properties and click "Archive Settings." Click Settings, add or edit a set of criteria, and click "Select Documents."

1. Select "All documents."

2. Select an activity option:

	Option	Description
	Not accessed Note This option is available only if the following property is enabled for the database you're archiving. If you have the necessary access to the database, open the Database Properties, click the Advanced tab, and select "Maintain LastAccessed property."	Documents that have not been opened become available for archiving.
	Not modified	Documents that have not been opened, edited, then saved, become available for archiving.
	Marked as expired Note This option applies only to certain types of databases, such as Mail and Discussion, that allow you to mark a document as expired or schedule it for expiration.	Specify a number of days. Documents marked as expired for at least that number of days become available for archiving. For example, you can mark a mail message for expiration from the Actions - Tools menu in a mail view, or mark any document in a Discussion database for expiration from the Actions menu.

3. If you selected either "Not accessed" or "Not modified," specify a "for" number (for example, 365) and interval (for example, days), and click OK.

4. (Optional) If you want to use these activity settings only on documents in specified folders or views, complete the next procedure.

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To select documents based on folders or views

When Notes creates an archive of, for example, your mail, the archive database design contains all the folders that exist when you archive. In any set of archive criteria, you can select a subset of folders and views to archive from; and you may have multiple sets of criteria that archive different folders and views.

If you change the name of a folder, or delete a folder, the folder is changed or deleted in the archive database the next time you archive. Suppose you have a folder called Sales 2001 from which you archive four documents. The next year, you change the folder's name to Sales 2002 and again archive four documents from it. If you use the same archive database, the folder will be called Sales 2002, but it will have all eight documents in it, including those from Sales 2001. If you plan to archive in multiple years, either create multiple folders in the original database for each year, or, in the Archive Settings dialog box, specify a new archive database file for each year.

If the Archive Document Selection dialog box is not open, open the database you want to archive, choose File - Database - Properties and click "Archive Settings." Click Settings, add or edit a set of criteria, and click "Select Documents."

1. Select "In these views or folders:"

2. Select folders and views in the list, and click OK. To select non-consecutive items, press CTRL.

Tip If you create multiple sets of criteria that act upon different folders and views, consider naming each set for the folders or views so that you can tell what each one does. For example, you may have a set of criteria called "InBox," one called "Sent and Drafts," and, if you have private folders with these names, one called "Sales and Marketing."

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See Also

Archiving mail messages to free up space
Setting options for a set of archive criteria
Marking documents as expired or unexpired