eProductivity Weekly Tip: October 21, 2010   

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Weekly Tip: Prune your Mailbox for Faster Performance

Pruning your Lotus Notes mailbox is a good idea because a mailbox bloated with many outdated items is usually a slow mailbox. You can avoid this performance hit to your Lotus Notes (and consequently, eProductivity) with some simple maintenance steps.
Step 1. Delete or Archive Unneeded Email Attachments
Email attachments, like those pictures of the cute puppy dog or the LOLcat circulating through your office email, can take up a lot of space. So it's a good idea to periodically go through your 'All Documents' view and delete or archive all the unneeded attachments. A easy way to find the largest attachments is by sorting on the 'Size' column.

When you locate unneeded attachments, the fastest way to deal with it is to delete or archive the email itself. But if you only want to get rid of the attachment, you can edit the email and do what you need with just the attachment.

Sorting the 'All Documents' view by Size

If you have attachments that you want to keep but don't want them taking up space in your mail file, consider parking them in an eProductivity Reference database (you do have eProductivity Reference set up, right?).
Step 2. Empty the Email "Trash" Folder
Next, make sure to clear out your Trash folder so that any deleted items are truly gone.

Accessing your Trash folder
Step 3. Compact Your Database
Finally, it's time to compact your mailbox database. This is a critical step because the steps above won't have any performance effect if you don't take this action.

To do this, go to your Lotus Notes workspace and locate your mailbox icon. It will probably say "John Doe on..." with your name in the place of John Doe, and it will look similar to the screenshot below.

Accessing your mail file icon

Right-click the icon and navigate to the Application > Properties menu (If you're on earlier versions of Lotus Notes, this will be Database > Properties).

Accessing your mail file properties

On the box that pops up, go to the second tab and click the "Compact" button.

Accessing your mail file 'Compact' button

The status bar in the lower-left corner of your Lotus Notes screen will update you on the status of the compacting.

Lotus Notes status bar with message about compacting

That's all there is to the compacting process (not too bad, right?). Your mailbox will now reclaim any empty space, reducing the mailbox size and speeding things up.
Until Next Week...
This tip showed a few maintenance steps you can use to prune your mailbox and increase the performance of Lotus Notes and eProductivity. Another tip coming up next week!

For additional pointers on improving the performance of Lotus Notes, see this article.

If you have a tip to share or a topic you'd like to see covered, please let us know. We'd love to hear from you!