Archive a Database

At some point you may want to archive some or all of the items in a database to get them out of the way.


To archive items without losing quick access to the items, follow these steps:

1. Assign the items you want to archive to a folder. One way to do this is to create an Archive folder with a rule to pull in the items you want archived based on their creation date or some other criteria.

2. Save the database to file.

3. Click Databases on the toolbar to open Database Manager, then locate the database you wish to archive.

4. Drag the database with your left mouse button and drop the file onto itself. Choose Copy Here from the pop-up menu and Zoot makes a copy of the database, giving it a name in this format:

Copy of Database.zot

5. Rename the database copy, giving it a logical archive name. Use a date before the name of the database to make it easy to sort archives by date and then name:

2004-05-26 Mail.zot

6. Double-click on the database to open it, then choose Query | Quick Folder | All Items from the pop-up menu. Zoot creates a folder which contains all of the items in your database.

7. Return to the archive folder now and select all of the items in the Item Grid (Ctrl+A), then click the [-] button next to the Assign button and choose the All Items folder. This removes the items to be archived from the All Items folder.

8. Right-click the All Items folder and choose Delete | Folder and Items from the pop-up menu.

Now your database contains only the items to be archived. Compact the database to remove the deleted items (File | Compact | <Database>), then close the database.

9. Return to the original database, right-click on the archive folder and choose Delete | Folder and Items, then compact it.

Notes:

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You may not want to archive certain items in a database. To prevent items from being archived, set the item's AutoArchive property to No, then exclude these items when you're ready to archive. Again, an archive folder with a folder rule is a handy way to accomplish this.