Why Should I Archive?

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1 Why Should I Archive? Your Microsoft Outlook mailbox grows as you create and receive items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.). To keep your mailbox manageable, you need another place to store archive the old items that are important but not frequently used. You also need a way to automatically move those old items to the archive location and to discard items whose content have expired and are no longer valid. AutoArchive takes care of these processes for you by automatically removing your info from the Exchange Server. Storing it on the Exchange Server which is where Outlook is set up is problematic because the program used to run the becomes unstable as more information is store. At present we are at maximum. AutoArchive is on by default in Outlook and runs automatically at scheduled intervals, clearing out old and expired items from folders. Old items are those that reach the archiving age you specify, and may include such things as the original you received with the goals for a project you're assigned to. Expired items are mail and meeting items whose content is no longer valid after a certain date, such as a meeting you had four months ago that still appears on your calendar. Although an expiration date is optional, you can define it at the time you create the item or at a later date. When the item expires, it's unavailable and has a strike-out mark through it. What AutoArchive Does with Items AutoArchive can do one or both of the following for items in a folder: Permanently delete expired items; delete or archive old items to an archive file. The archive file is a special type of data file. The first time AutoArchive runs, Outlook creates the archive file automatically in the following location: C:\Documents and Settings\yourusername \Local Settings\Application Data\Microsoft\Outlook\Archive.pst. However, it makes sense to change this location and to place the file in your U-drive. This will be useful if you wish to open your Archive folder when you are on any computer in the district. After Outlook archives items for the first time, you can access items in the file directly from Archive Folders in your Outlook Folder List (Folder List: Displays the folders available in your mailbox. To view subfolders, click the plus sign (+) next to the folder. If the Folder List is not visible, on the Go menu, click Folder List.). If you want, you can have separate archive files for individual folders. When you open Archive Folders, you'll see that Outlook maintains your existing folder structure. If there is a parent folder above the folder you chose to archive, the parent folder is created in the archive file, but items within the parent folder are not archived. In this way, an identical folder structure exists between the archive file and your mailbox. Folders are left in place after being archived, even if they are empty. You work with the items the same way you work with items in your main mailbox. If you decide you want archived items moved back into your main mailbox, you can import all the items from the archive file into their original folders or into other folders you specify, or you can manually move or copy individual items.

2 Changing How AutoArchive Works There are two kinds of AutoArchive settings: global settings which are generally simple to use and best defined as broad brush settings. The second type is individual folder settings which are more precise and more complicated to use. The global settings called default settings determine whether AutoArchive runs at all and what it does by default with the items in any Outlook folder (except Contacts, which is not affected by AutoArchive). The individual folder settings override the default settings so you may AutoArchive individual folders differently. The default setting for individual folders is Do not archive items in this folder so, if you don't specify AutoArchive settings for a specific folder, the folder will not be archived. Default settings (AutoArchive) and individual folder settings apply to the current mailbox only. Manual Archiving As and alternative to AutoArchiving, you may also manually archive items. This process provides you with the ability to determine what you want to archive, how much info you would like to keep in you mailbox, and whether you want to override the individual folder default setting of Do not archive items in this folder. The only thing you have to do is to determine when you to archive. Step by Step AUTOARCHIVING Locating AutoArchive. Auto Archive is located in Outlook under TOOLS OPTIONS OTHER AUTOARCHIVE

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8 Working with Individual Folders The default setting for individual folder is Do not archive items in this folder. If you want to change it, you are able to quickly do this, and a lot more by doing the following: When you RIGHT CLICK any folder, a menu of choices will appear. Select Properties.

9 You may now click on the Archive items in this folder using the default setting and the AutoArchiving option will now manage this individual folder. (Picture on right) If you like, you may manage this option more finitely by selecting the Archive this folder using these setting option and then setting the parameters the way you would like. Depending upon you specific needs, the time spent may be worth while. Manual Archiving It is easy to set up manual archiving of your information. While in Outlook simply select FILE ARCHIVE If Archive is not showing click the down arrow

10 By choosing the second option, you are allowed to determine which folder(s) you want to archive, what dates you want to archive, and whether to include individual folders that are currently set to Do not AutoArchive. You are also able to Browse to set the location of the archive. You have to be aware of the following: Your contacts are not backed up. This may be done by exporting them. Whenever there is a plus (+) sign in front of the folder, it means that there are subfolders that will also be archived. Not all showing folders will be archived; only the folders that are highlighted in blue. This means that the Diary, Journal, Calendar, Sent Items, Deleted, etc. will not be included. To include all of the folders you will have to either archive them individually, or broaden your archive. Exporting Contacts To export your contacts, do the following:

11 You are ready to finish the backup by selecting Finish. The File you created is accessible in Outlook only. You are able to import it or to open it by selecting the appropriate option. File Import and export or File Open Outlook Data File

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