The longer you use Outlook, the more items you accumulate in folders. Some older correspondence is vital to the working of your office, department, etc. To keep these messages, you have the option of archiving them. Archiving is a process for moving an Outlook folder's contents (all the files or just those before a certain date) to an archive file of your choice. Your p:\drive is the best place to archive your folders.
You can manually or automatically transfer old mail to an archive file. When you archive, your existing folder structure is maintained in your new archive file. In this way, an identical folder structure exists between the archived files and your mailbox. Folders are left in place after being archived, even if they are empty.
Archiving is a two-step process:
Step One : Turn on the Global settings for AutoArchiving feature
Click Tools / Options
Select Other tab / AutoArchive
This dialog box contains the global settings for archiving your data
Click the checkbox Run AutoArchive every XX days
Select the number of days ... 14 days is the default 60 is the maximum days
Check the box Prompt before AutoArchive runs; this feature gives you the opportunity to say yes or no to archiving and allows you to control the process
During AutoArchive section
Remove the check in the Delete expired items box
Check the box Archive or delete old items
Check the box Show archive folder in folder list.
Default folder setting for archiving - Select XX days, weeks, months
Move old items to: Do not accept the default setting ... it will save to the C:\drive
Click the Browse button
Go to your folder on the
p:\drive
Click File / New folder
Type Archives / Close folder
Return to AutoArchive section
Type in P:\Archives.pst ( notice this is a .pst file)
You have now linked your AutoArchive file to your p:\drive
OK
DO NOT check the box Apply these settings to all folders ...
Several folders are set up with AutoArchive turned on. These folders and their default aging periods are:
Calendar (6 months)
Tasks (6 months)
Journal (6 months)
Sent items (2 months)
Deleted items (2 months)
Go to these folders and turn off the autoarchive feature if you do not want these policies in place
Note: Inbox, Notes, and Drafts do not have AutoArchive activated automatically; these must be manually set. Contacts are not archived
Step Two : Set the Local Archiving Properties for each folder and/or subfolder
By default all subfolders are set to do not archive
Individual folders are selected for archiving
From the Folder List
Right click on the folder you want to archive
Select Properties
Click the AutoArchive tab
Clean out items older than ... insert a number days, weeks, or months
Move old items to: Always type in
P:\Archives.pst for all the individual folders
Click Apply to link folder / OK
It is also possible to manually archive a folder
Highlight the folder
Click File / Archive
Select the date from the drop-down list
OK
When archiving your messages, you will find on the right-hand side of the screen an animated icon showing that the process is actually archiving your material. If you have large files, make sure you give the computer the time to archive all messages.
After you have a linked file on your folder list, you can also drag and drop older items into the folder.
Updated : February 02, 2010
Sr. Arlene Callahan
Training Manager
Rivier College
420 Main Street
Nashua, NH 03060-5086
Phone : 603.897.8660
