Right-click on an e-mail folder and select Archive Rules ... to set your preferences. The default rule is to user the default settings. Users can change the rule on any folder by choosing their desired option:
Do not archive this folder
This rule stops archiving from occurring on the contents of this folder. I.e., no changes will be made to this folder.
Archive items according to the parent folder's settings
Selecting this option will make this folder be archived in the same manner as the folder directly above it. This is the default setting for sub-folders, which allows users to choose an option for the parent folder and have that option be automatically cascaded to all sub-folders without having to manually change each one.
Archive items according to the default settings
This is the default option for Top Level folders (folders directly under the mailbox name, such as your Inbox, Sent Items, etc.). If you are the System Administrator for your company, you can press the Default Settings button to change these settings. The default is to move to the archive any e-mail message that is over 2 years old from all folders.
Archive items using these settings
Select this option to create your own rule for handling e-mail archiving. Users have the option to set the age of e-mails that will be archived by selecting the desired number of months old from the Clean up items older than X months field; the default is 24 months, or 2 years. Select what you would like to do during the archival process:
- Move items to Archive
This option removes the messages from your mailbox folders and places them in the archive file.
- Permanently Delete
This option deletes the messages from your mailbox folders. No backups are created.
- Skip items with and open follow-up
This option tells the archival process to skip (do not make changes to) any message that has an open Flag. Items with completed flags will be archived.
Now that the rules are set using the steps above, users can actually perform the archival process by using the Archive Wizard. Right-click on a mailbox and select Archive ... to launch the archive wizard. The archive wizard will go through all of the folders under the designated mailbox and perform the archival process as determined from the option selected in the wizard:
Archive all folders according to their archive settings
This option performs the archive process on each folder as specified by that folder's Archive Rules.
Create archive only, do not delete any messages from the server
Using this option tells the archive wizard to copy all of the messages to the archive file based on the Archive Rules, but not to delete those files from the system. This option is useful for making a local archive file of all of your e-mails.
Export the entire mailbox to an archive, do not delete any messages from the server
This option leaves your current mailbox unchanged while creating the archive file on the user's local hard drive. The archive file will contain all the contents of the selected mailbox regardless of the archive rules in place. The contents of the folders will be copies of the mail messages. This option is useful in backing up the mailbox for use with other programs.
The archive file is a single file in compressed, and optionally encrypted, format. The contents of the zip file include the messages themselves as well as the folder structure of the mailbox being archived.
Create the Archive File by filling in the path and name of the file in its respective field. The default location (path) for the file is in the My MRSware Files folder under the My Documents folder in Windows.
If you would like to encrypt the archive file for further security, check the Password box and type your desired password. You must remember your password -- forgotten passwords are not recoverable by EYOND.
There are 3 choices for compression options. Selecting the different options will either increase the speed at which the archive is created or decrease the size of the resulting archive file (at the expense of the other).
Click Next and follow the wizard to completion. A summary of the actions taken will be displayed in the wizard.
Viewing Archived E-mails
The archive file is a compressed file with the e-mails and directory structure matching the archived messages. Users can directly open the archive file from their hard drives using any Zip-file program, or the built-in Windows utility -- just double-click on the file to open it and you will see the contents. Opening an e-mail from within the archive will open the e-mail message in MRSware's e-mail dialog, if MRSware is registered as your Windows default e-mail client.
To Enable MRSware as your default e-mail client:
In MRSware, open the Tools à Preferences dialog. Select E-mail from the left-side panel, then Editor. Make sure the Make MRSware the default mail client option is checked and press Register. This tells Windows to open all e-mail message (.eml) files using MRSware.
The second way to open an archive file is directly through the MRSware interface using the Open Archive ... feature found in the context menu (right-click) of the mailbox. This will create another object on the same level as your mailbox(es) that is the name of the archive. Clicking on the archive will show the folders and within those folders the messages contained in the archive. The folder structure matches the original structure of the folders when the archive was created.
Notes on Archiving
- Archives can be overwritten, so be sure to choose a different name for the archive if performing the archiving process on the same mailbox on the same day (the default is to change the name each day). If the same name and path for an archive is used, the system will warn the user about overwriting the archive file. I.e. it is necessary to create a new archive file for each archive process done.
- The previous feature for saving e-mails to users' local hard drive, Export, is still available; it has moved to the Messages menu. This feature will make a copy of the e-mail and folder structure of the selected mailbox directly to the user's local hard drive without putting into a zip file format.
- The Spam, Deleted Items, and Outbox folders do not get archived.
This update, E-mail Archiving, is also available as a separate PDF document downloadable from the Help à Documents page in MRSware. Download it now.