Getting Started

The first time

When you open E-Rkive for the first time a new archive will be automatically loaded for you. If one already exists in the default location then it is loaded, it is not overwritten.

The settings applied the initial archive are:

  • Location: [My Documents]\My E-Rkives\Archive1
  • Archive Name: Archive1
  • Allow Messages to be Deleted: No
  • Max Archive Size: 800mb (free/eval/trial version), not set (licensed version)
  • Max Archive Database Size: 80mb (free/trial version), 2048mb (licensed version)

The Interface

When E-Rkive opens for the first time you will see the following:

  • Archive/Folder list (left side): contains a list of all your loaded archives. First time users will see the automatically created/loaded archive called "Archive1".
  • Quick Search Bar: allows you to search the archive with simple and complex requests (see Searching)
  • Archive Properties (top right): the details of the currently selected archive
  • Archive History (bottom right): the details of all previously executed tasks

Figure 1: The Interface

 

A quick glance at figure 1 show us:

  • There is one Archive loaded which is called "Main Archive" (top left)
  • The Archive contains one "Store" called "My Mailbox" (equivilent to an Outlook mailbox or PST file)
  • The archive contains an "Inbox" folder with 6,769 messages in it.  The "Inbox" folder also has sub-folders (note the + to the left of the folder)
  • The archive contains a "Sent Items" folder with 5,140 messages in it.  The "Sent Items" folder also has sub-folders (note the + to the left of the folder)
  • The Archive contains 16,077 messages (centre of screen in Statistics section)
  • The message data files consume 1.23GB of space
  • The "Archive Database" consumes 104mb of space (the text portion of all messages)
  • The "Archive Database" is currently 5% of its largest possible size of 2GB
  • The Total Archive Size is 1.33GB (Archive Database size + Message data files size)
  • There has been 6 Archive Tasks completed for this archive (Archive History section, bottom right)

 

NOTE: At this rate, when the Archive Database reaches its maximum size of 2GB, the archive would contain around 350,000 messages and would be over 24GB in size.  This archive currently represents 1.8GB of emails from a Microsoft Outlook PST file.  So not only can you create extremely large archives, you are also compressing the size.  The example above is about 74% of its original size.  This will vary depending mostly on attachments in emails that are not compressed. So when this archive reaches its maximum size of 2GB (and assuming it archives similiar messages) the 24GB archive would represent around 33GB of PST files.

Archive Folder Structure

The first level of folders in any archive are called Stores and form the root point for archiving. These Stores correspond to the Stores you see in Outlook (ie. exchange mailboxes, personal folders etc).


Figure 2

A quick glance at Figure 1 tells us the following:

  • there are 3 archives loaded called Archive1, Email Archive and Archive-2
  • The Archive called Email Archive is read-only and was created with an earlier version of E-Rkive (because its blue)
  • The Archive called Archive1 contains 2 stores called My Mailbox and My Mailbox 2 (designated by the filing cabinet icons)
  • Within the store called My Mailbox there is an Inbox that contains sub-folders (indicated by the + sign)
  • Within My Mailbox 2 there is an Inbox folder that contains 5,445 messages. This folder also has sub-folders

An Archive can contain many Outlook stores. An Archive is sort of like Outlook in that you can keep multiple stores within it. Its appearance from a store/folder structure point of view can be the same.

For example, if you have an Exchange Mailbox and a Personal Folders file, you can store both in the same archive and keep named like you see them in Outlook. Whether looking at Outlook or your Archive, you could see separate stores for the exchange mailbox and personal folders. So with your archiving set up correctly, you can maintain store/folder synchronisation between Outlook and E-Rkive.

Archiving Messages

OK, you are ready to start archiving. The Archive Messages process can be started from within Outlook (using the E-Rkive toolbar) or from the stand-alone application. When using the application, it is a really good idea to have Outlook open when archiving. If you are archiving messages from within Outlook then Outlook is obviously already open!

To archive messages you click the New Archive Task button or select Tasks, New Archive Task from the menu.

See Archiving Messages for more detailed information

Once your archive contains folders and messages and you select a folder, the Archive Properties and Archive History sections will be replaced with a list of Message for the selected store/folder.