Archiving. Follow these steps to archive your

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1 Archiving Archiving is a process by which your messages and attached files are moved from the database on our server to a location on your computer. This document contains step-by-step instructions on how to manually archive your in Microsoft Office Outlook 2010*. Before you begin archiving your , please take some time to delete unnecessary items such as old newsletters and marketing materials. You can also empty your Deleted Items and Junk Mail folders by right-clicking and selecting Empty Folder from the context menu. In order to preserve data integrity and computer performance, it is recommended that the size of archive files should not exceed 5GB, although the actual maximum size can be larger. If you have a large amount of data in your inbox, consider making several archive files. IMPORTANT NOTE: After archiving, please save a backup copy of your archive files to an external USB drive, flash drive, CD, or DVD. If you need assistance with this, please submit a help desk request. Follow these steps to archive your 1. Open Microsoft Office Outlook On the File tab, click Info on the Navigation Pane, and then click on the Cleanup Tools button next to Mailbox Cleanup. *Microsoft Office Outlook 2010 is the standard client for district computers at this time. If your office computer has the Windows operating system, and is running an earlier version of Office, please submit a help desk request to upgrade the software. If you do not have an office on campus, or if your office computer is an Apple product, please use a Windows computer in one of the Associate Faculty workspaces (HU113 or AT100) to archive your .

2 3. Select Archive from the Cleanup Tools drop-down menu. 4. In the Archive dialog box, select Archive this folder and all subfolders, and highlight the folder you want to archive. Folder to be archived 5. Select the older than date. Items older than this date will be archived. 6. Note the default location of the archive file. To save in a different location, click Browse and select the location where you would like to store your archive files.

3 7. The default file name will appear as archive.pst. Name your new archive file with an appropriate name, such as s pst. Click OK. 8. Wait for the archiving process to complete. You can monitor the progress by viewing the status bar at the bottom of the Home tab in Outlook: 9. Once the archiving process is complete for the selected folder, repeat the process for any other folders you wish to archive. 10. The contents of your archived folders will now be listed in Outlook under Archives in the Navigation Pane.

4 11. In Windows Explorer, navigate to the location of your archives and copy the files to your backup device. Copy to Backup Drive 12. To open these files on a different computer: Save the files to the new computer, open Outlook, select File > Open > Open Outlook Data File, then browse to the file. Do not choose the Import option as this will re-load your archives onto the mail server.

5 13. To check the size of your mailbox, click on Cleanup Tools and select Mailbox Cleanup. 14. In the Mailbox Cleanup dialog box, click View Mailbox Size. Use this feature to help keep your mailbox size below the new limit of 2GB.

6 Please keep in mind the following tips: When receiving attachments that you wish to keep, save the attachments to a document folder instead of keeping them in your . To make large files available to recipients (i.e. videos or audio files), post the files online and then send links to your recipients, instead of attaching the file itself. If you need assistance archiving your or managing your archive files, please submit a help desk request. Links to additional resources: File and Archive (Outlook 2003) Manage your Inbox - Archive old messages (Outlook 2007) RZ aspx?CTT=1

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