A guide to sorting, deleting, archiving and moving s in Outlook 2010

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1 A guide to sorting, deleting, archiving and moving s in Outlook 2010 This guide will show you how to Archive your s in Outlook In preparation for Archiving, the guide will also show you how to sort and delete s based on a range of criteria, and also how to manually move s into Outlook folders. When you open MS Outlook 2010, it will look like this: This is a list of folders This box shows the content of the highlighted This area shows all the s sent/received Archiving s in Outlook 2010 Page 1 of 6 June 2013

2 Sorting s s sent and received can be sorted by criteria such as when the was sent or received, how large it is and by sender s name. Sorting by Date (Default) This shows that the s are currently sorted by date This shows that the newest s are first. If you click the faded grey arrowhead pointing down, it will change to point upwards and sort the s to show the oldest ones first Sorting by Size When you right click on Arrange by, the following box will open up. Archiving s in Outlook 2010 June 2013 Page 2 of 6

3 This shows that the s are currently sorted by date but gives other criteria that the s can be sorted by. To sort by size, hover the mouse over the word Size and left click. The s are now sorted by size with the largest first. To show the smallest first, click on the faded grey arrowhead pointing down so that it changes to point upwards. Sorting by Name / Sender To sort the s out so all the s by one person are altogether, right click on the arrange by box and select From. The s are arranged alphabetically by sender from A. To show s with Z on top, click the faded grey arrowhead. Archiving s in Outlook 2010 June 2013 Page 3 of 6

4 Deleting s To delete an , click on it so that it is highlighted blue and then either press the delete key on the keyboard or the delete button at the top. You can select multiple s for deletion, by Shift+Left Click (to select a range of s from the selected to the one you click on) or Ctrl+Left Click (to select or deselect individual s). Then press the delete key to delete the highlighted range. Once deleted, the s will go into the Deleted Items folder. Auto-Archiving s Click the file tab at the top, left click on clean up tools and then on archive. Archiving s in Outlook 2010 June 2013 Page 4 of 6

5 The following box will appear. Any s in the inbox or sent folder that are dated before the archive date will need to be archived. Any sent or received before this date will be archived. Click on Inbox so it is highlighted blue and change the date to the date you would like to archive s before, in this case Mon 31/12/2012 using the drop down arrow. Change the location of the Archive File to be Drive letter:\outlook Archive\Archive-yourname.pst (replacing Drive letter with the network drive / local hard drive where you want to store the archive and yourname, with a name to identify your archive file as necessary) The same process needs to be repeated but this time with the Sent items folder. Once the archiving is finished, you will see that there is a new mailbox on the left hand side of the screen called Archives. Clicking on the grey arrowhead pointing right will show all the folders that have been archived. Archiving s in Outlook 2010 June 2013 Page 5 of 6

6 The Inbox and Sent folder under Archives will now contain all s sent and received prior to the archive date of 31/12/2012. When you click on the main Inbox and Sent folder, you will see that only s dated after 31/12/2012 now remain. If any s dated prior to 31/12/2012 are still there, they will need to be manually moved to the inbox or sent items folder under Archives. Moving s or manually archiving On the left hand side on the screen are folders where s can be placed. To move an to a different folder, press and hold down the left mouse button on the , drag the pointer to the desired folder and release. This is known as drag and drop. The being moved will be highlighted in blue as will the folder that the is being moved to. To show that the is being moved, the cursor will have a little box attached to it. The folder where the is being moved to is highlighted in blue The selected is highlighted in blue You can select multiple s to move, by Shift+Left Click (to select a range of s from the selected to the one you click on) or Ctrl+Left Click (to select or deselect individual s). Then right click an item in the highlighted range and drag it to the desired folder, all highlighted s will be moved. Archiving s in Outlook 2010 June 2013 Page 6 of 6

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