Wiredfly: Outlook Archiving

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1 This document contains instructions on how to manage your main Outlook mailfile by moving older s to another mailfile (called archiving ). The screenshots and methods discussed relate specifically to Outlook 2007 connected to an Exchange 2007 mail server however, similar concepts apply with other setups, and the process will be relatively similar to that discussed here. Why should you archive? Wiredfly: Outlook Archiving If you get stuck, or need any additional technical help, please contact the projectfive helpdesk. Archiving your s can be an important part of managing your mailbox. It will keep down the size of your mailbox, thus increasing Outlook s performance, saving you money in increased storage costs, and ensuring your mailbox doesn t stop working because it s reached its theoretical capacity. How to archive There are 3 main ways to archive Auto Archiving 2. One-off Archiving 3. Manual Archiving Different archiving methods will suit different styles of working, so think about which one will work best for you. With all of these options, the s that you archive are only available from the computer you archive them from. This means you will not be able to access them through a handheld device, or webmail and they will not be backed up on the Exchange Server. But, s which are archived will no longer be included in your mailbox size limit, so this is an effective way to reduce the size of your mailbox.

2 How to choose the method that suits you Take a look at the following table and choose the method that best suits your needs and the style of your working. You need to agree a compromise between making it easy and/or automatic (so that it doesn t get forgotten), and manageable (in terms of not archiving s that you need to access online, or from another PC). Advantages Disadvantages Accessibility Auto Archive One off archive Manual Archive Easy to use. Once setup, runs automatically. Different Settings can be applied to different Folders If your mailfile is already large, then auto-archiving won t work Only available from the computer you archive the s on. Good if you want to archive from all areas of your mailfile, but choose the time when you want to perform this activity. Either Archives s from All Folders (which means older s from current projects will be archived), or from specific folders (which means you will have to run this process for each specific folder that you want to archive). Only available from the computer you archive the s on. Best if you like to be in control of your archive and create your own folders and archive as and when you like. If you don t remember to archive, then your mailfile will continue to grow. When you manually drag and drop s and folders you can make mistakes (and lose folders when you inadvertently release the mouse button). Only available from the computer you archive the s on. This document contains instructions for each of these methods...

3 Auto Archiving 1. In Outlook, right click the folder that you wish to archive. 2. Go to the AutoArchive tab and select Archive this folder using these settings. Edit the Clean out items older than... to your requirements Select Move items to default archive folder. Select Ok and these settings will be applied and will be activated next time the auto archive runs. 3. Go through all the folders you wish to archive and customise the settings for each.

4 4. Next go to Tools Options and select the Other tab. Select Autoarchive. 5. Here you can determine how often the archive is run, if you are prompted before and you can choose to apply these setting across the whole of your inbox, if you want all items of a certain date archived.

5 One-off Archiving 1. Open Outlook and in the File tab, select Archive. 2. Select Archive this folder and all subfolders. From here you can select to archive the whole Inbox, or individual folders that you wish to archive. Once you have selected the inbox/individual folders, on the Archive items older than, use the drop down arrow to select a date to archive items older than this date. Press Ok and the archiving will begin. It may take a few minutes to complete this depending on how much you are archiving. 3. The archived folders will be displayed in your Inbox but under a separate section, Archive folders. 4. You can re-run this procedure whenever you need to archive a specific folder, or before a specific date.

6 Manual archiving 1. Go to File New Outlook Data File. 2. Select Office Outlook Personal Folders File (.pst). 3. Rename the file appropriately and click Ok.

7 4. Change the Name section to the name you want displayed in your Inbox. Select Ok. 5. Now this is created you can view it in the navigation pane of your inbox. Here you can create new folders to organise your archived mail items and drag and drop items into these folders.

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