When organizing your folders, documents can be moved between folders, several documents can be combined to create a single document, or one document can be appended to another. Under certain circumstances, documents need to be available in several folders at the same time. If a document is accessed only rarely, the document should be archived to save storage space.

If you want to move a document, keep the following points in mind:

• Documents from shared folders cannot be moved to the inbox, the outbox or a private folder.
• You can only move documents from the inbox if they have been viewed first. If the document is marked with the attribute ToDo or Reply required, it can only be moved after completion of processing or after a reply has been sent.
• If a document from a private folder is moved to a shared folder, the transmission information, including the original author and recipients, is lost.

When you move a document, the document is transferred from one folder to another. The document no longer exists in the original folder.

You can also append a document to another document as an attachment.

More storage space can be made available in the database if you archive documents. All functions except Change can be applied to archived documents. If you wish to modify an archived document, you must retrieve the document from the archive. The access times for documents in the archive are longer than those for documents which have not been archived.

The Copy function can be used to create an identical document in the target folder. The original document and the copy can be edited separately. When the Copy function is used, the document header and document contents are copied, and any existing transmission information is lost.

You can create a link, so that the same document is available in more than one folder. Any changes which are made to the document can then be seen in all the folders.