Outlook Archiving and Storage

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1 Outlook Archiving and Storage This document provides information related to archiving in Outlook by using Outlook s AutoArchive feature. Archiving Archiving moves items from their original location in Outlook to an archive folder. Outlook does the moving for you based on how old the messages are. The messages are automatically moved to a folder named Archive Folders and subfolders are created based on the folders in your mailbox. Any subfolders in your mailbox are automatically mirrored in the Archive Folders folder. In other words, archiving mimics your existing organization system. Archiving stores messages locally, which means that if you check your from any other computer, you will not have access to your archived folders. In addition, this method moves messages, it doesn t copy messages. Copying messages is covered in the Copying Messages/Making a Backup Copy section below. If you want things tidied up and are comfortable with your current organization system, then archiving is a good method to try. Using AutoArchive AutoArchive is on by default and runs every 14 days. However, you can modify the archive settings. 1. From the File menu, click Options. Revised by: RIMS, September

2 2. Click the Advanced tab, and then click AutoArchive Settings. 3. Select/adjust the options as desired. Click OK when finished. a. Run AutoArchive every allows you to choose how often you want AutoArchive to run. b. Select Prompt before AutoArchive runs if you want Outlook to provide a reminder message before starting the process. You can click No to cancel the process, if desired. c. Select Delete expired items ( folders only) if you want messages to be deleted when they expire (six months for the Inbox and Drafts; three months for Sent Items) instead of archived. d. The Archive or delete old items selection activates options that enable you to decide which items are archived and which are deleted when they reach the end of the aging period. Then choose additional settings to apply to both archiving and deletion. e. Select Show archive folder in folder list to have the Archive folder listed in the Navigation Pane. In the main Archive folder, you can open the subfolders and Revised by: RIMS, September

3 view your archived items, thus allowing you to drag items back to a working folder. f. Clean out items older than means to archive /store items. It does not mean delete. You can set a time of one day up to 60 months. g. Move old items to allows you to adjust the default location. h. Permanently delete old items allows you to delete expired items instead of moving/ archiving them. Please note that they are permanently deleted, not just moved to the Deleted Items folder. i. Do not select Apply these settings to all folders now if you want to specify different settings for one or more folders. j. For University Retention Policies, please visit the RIMS website and view the Records Retention information as well as the Practical Guide. 4. You can manually start an archive by choosing Archive from the File menu. Customizing the AutoArchive Settings for Individual Folders 1. Right-click the folder and click Properties. Revised by: RIMS, September

4 2. Click the AutoArchive tab. 3. Make the appropriate changes and click OK. Copying Messages/Making a Backup Copy Please note that these steps will NOT reduce the size of your mailbox they will merely provide you with a copy of the messages, leaving the original messages in their current location. To export messages to a pst file (which requires Outlook to be opened): 1. From the File menu, choose the Open tab and click Import. Revised by: RIMS, September

5 2. Select Export to a file and click Next. 3. Select Personal folder file (.pst) and click Next. 4. Select the appropriate folder and click Next. 5. Browse to the appropriate.pst file or enter a name. Then select the appropriate option for handling duplicate items. Revised by: RIMS, September

6 6. Click Finish to begin the export process. This may take several minutes. 7. To open the.pst file in Outlook, a. From the File menu, click Open and click Open Outlook Data File. b. Select the appropriate.pst file and click OK. c. The personal folder will appear in the Navigation pane. To close it, right-click it and choose Close. To save a single message as an htm file, 1. Select the message. 2. From the File menu, choose Save As. 3. Browse to the desired location. 4. Enter a file name and select HTML as the Save as Type. 5. Click Save. 6. The message can now be opened up in a browser. Revised by: RIMS, September

7 To save a group of messages as a txt file, 1. Select the messages. 2. From the File menu, choose Save As. 3. Browse to the desired location. 4. Enter a file name and click Save. 5. The messages can be opened up in a word processing program (like Microsoft Word). To save all the messages in a particular folder as a csv file, 1. From the File menu, choose Open, and click Import. Revised by: RIMS, September

8 2. Choose Export to a file and click Next. 3. Select Comma Separated Values (Windows) and click Next. 4. Select the folder you want to export and click Next. 5. Browse to the desired location and click Next. Revised by: RIMS, September

9 6. Click Finish to begin the export. 7. The file can be opened in a word processing program (like Microsoft Word). Revised by: RIMS, September

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