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Archive Options

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Archive Process

When messages are archived, the messages are moved to Archive Folders, under the same folder structure the message was in the mailbox. When a considerable number of messages are archived,
  • Storage size is optimized and which will help in the long run.
  • Archived messages will not be made available to IMAP clients and new POP clients
    You can manually archive selected messages or folders. More information about Archiving Messages and Archive Folders are available in the Archive help page.

Default Archive Policy

When a new folder is created, the default policy is applied to the folder. For all the folders, unless alternative options are applied, the default Policy will be applied.
  1. Login to mail.zoho.com
  2. Click Settings. » Mail » Archive Options
  3. Click view to have a look at the Default Policy

  4. You cannot modify the Default Policy

Custom Archive Policy

You can create and apply Custom policies to folders.

  1. Login to mail.zoho.com
  2. Click Settings >> Mail >> Archive Options

  3. Click Add Policy to create a new customized Policy.
  4. Provide a Policy name.
  5. Select one of the options available based on your choice.
    • Archive Messages older than _ months.
      Select the number of months from the drop down. Based on your input, the messages that are older than the specified months, will be moved to archive, during the Auto Archive process. Ex: If you specify 8 for the option, recent 8 months messages will be retained in the folder and the messages in the folder older than 8 months will be archived during the Auto Archive process.
    • Archive all messages, except the most recent _ messages.
      Specify the number of recent messages, which you want to retain in the folder.
      Based on your input, the recent 'n' messages will be retained in the folder. The other messages will be archived. Ex: If you specify 10 here and you have totally 100 messages in the folder, the recent 10 messages will be retained in the folders and the older 90 messages will be archived.
    • Individual message when the size exceeds _ MB and older than _ days.
      The messages in the folder which are above the size specified and arrived before the number of days specified will be moved to archive during the Archival process. Ex: If you had specified 4 MB and older than 5 days, then the messages whose size is greater than 4 MB and arrived 5 days before the Archival day will be moved to Archives.
  6. This will be applicable to all the folders which have this policy applied.
  7. Click Save to Save the settings
You can set to exclude Unread messages or Flagged messages in this process. If you leave the corresponding check boxes blank, apart from the messages that satisfy the above condition, Unread and/ or Flagged messages will also be retained without archiving based on your Input. When a folder level Archive Policy is selected, it overrides the default Archive Policy.

Apply Policy for a Folder

Once you have created the policy, Click Apply policy for Folder to apply it to a folder.

  1. Login to mail.zoho.com
  2. Click Settings >> Mail >> Archive Options
  3. Click Apply Policy for Folder

  4. Select the Policy from the drop down, which shows the list of available policies
  5. Click Browse to select the folder to which you want to apply this policy 
  6. Click Apply to apply the policy.

Do Not Archive Policy

You can also choose to apply 'Do Not Archive' policy for a folder, if you do not want to include some of the folders in the Archival process. 

  1. Login to mail.zoho.com
  2. Click Settings >> Mail >> Archive Options
  3. Click Apply Policy for Folder
  4. Select the Policy 'Do Not Archive' from the drop down.
  5. Click Browse to select the folder to which you want to apply this policy 
  6. Click Apply to apply the policy.




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