Archiving Outlook

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1 Archiving Outlook To reduce the size of your Store file, you will need to archive old . Archiving copies old messages and attachments to an Archive.pst file and then removes the data from the main Store file, decreasing its overall size. This will optimize Outlook's performance while still allowing you to access messages and folders you need on a daily basis. Items moved to the Archive.pst file are still accessible -- to view them, open Outlook, go to the File menu, select Open, then Outlook Data File. Select your Archive.pst file, then click OK. The folders you archived will appear in the "All Mail Folders" list on the left side of the Outlook window. If you don't see the list of mail folders, click the View menu and select Navigation Pane. How frequently you need to archive your in Outlook will depend largely on the amount of and attachments you receive. If you are a heavy Outlook user that frequently receives large attachments, you should consider archiving all of your more often than the default setting. Regardless of your usage patterns, your Outlook performance will begin to suffer if your Store file grows larger than 500 MB. In most cases, GCA mail store limits are set below this number. All users will receive a warning concerning the Store size when it approaches the limit for their profile. * storage policies are scheduled for strict enforcement in the near future. If you do not follow archiving procedures, your will not be accessible at all.

2 Step #1 In Outlook 2010 go to: File > Options > Advanced > click on the Auto Archive Settings button

3 Make sure that the settings match this graphic (change eclapton to your user name) and then click on Apply these settings to all folders now: Then the Manual Archive Procedure can be followed. The manual Archive option requires you to create an Archive.pst file and manually move the messages and/or folders that you no longer need in your main.pst file. This option gives you more control over the Archive process, allowing you to selectively pick folders and messages to archive, regardless of date.

4 Manual Archive Procedure 1. In Outlook 2010 go to: File 2. Choose Cleanup Tools 3. Choose Archive 4. Click the folder that you want to archive. In this example, the folder being archived is Mailbox Zypher, Zack Z. You should substitute your mailbox in place of Zypher, Zack Z.

5 5. Click the following option: Archive this folder and all the subfolders Allows you to archive the Home Networking folder using the options available in the Archive dialog box. Change this date to three months ago or later! 6. In the Archive items older than list, choose a date from the date picker. In this example, items in the folder created before April 20, 2010 are archived - make sure that the date is changed to 3 months or less before today's date. 7. To include items that you previously selected not to archive, select the Include items with "Do not AutoArchive" checked check box. NOTE To see if items have the Do not AutoArchive this item check box selected, open the item. On the File menu, click Properties. On the General tab, verify that the Do not AutoArchive this item check box is selected. 8. NOTE The default location for Archive.pst is H:\ (Optionally, the GCA Helpdesk mat advise you to save your archive in a different location if you are experiencing retrieval issues) A Personal Folders file (.pst) is an Outlook data file that stores items such as messages, contacts, calendar data, tasks, and notes.

6 9. Click OK. The items in the folder are moved out of the folder and into the.pst file that you specified. 10. Click Home on the menu bar to return to your default view *Normally, your should auto-archive according to default settings set up by IT. You will be prompted when logging into with the following message: Choose Yes to help maintain a problem-free Store size. GCA Helpdesk GCA Services Group, Inc Euclid Avenue Suite 1500 Cleveland, Ohio Call the Helpdesk at Option 1 JDE (Alliance) Option 2/1 Purchasing (Cleanwise) Option 2/2 GCAware web application Option 4 Network/Phone/Blackberry Option 5 PC/Password reset/ /portal

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