Question: Can someone help me determine how to best save email and files for easy searching?
Answer: Unfortunately, only you and your colleagues best understand your work flow and requirements. The new year is a great time to resolve to get better organized. This means brainstorming and possibly changing your business practices so that email is NOT used as your records retention/file storage location. Since only a limited amount of Lotus Notes mail (if any) will be migrated to Outlook, and because the new email system has size limitations and no automatic archiving, we must find ways to work more efficiently. PCMAG has a series of excellent articles addressing this topic which will give you some suggestions.
In addition, concentrate on which Lotus Notes mail you want to keep and less on deleting. Save those messages in a folder called “Keep” or rename folders with “keep” before the folder name to easily identify them later. You will be able to convert those to PDF or forward emails to Outlook for several weeks after the conversion to Outlook.