Using Outlook AutoArchive (2007, 2010, 2013)

Size: px
Start display at page:

Download "Using Outlook AutoArchive (2007, 2010, 2013)"

Transcription

1 Using Outlook AutoArchive (2007, 2010, 2013) Your Microsoft Outlook mailbox grows as items are created in the same way that papers pile up on your desk. In the paper-based world, you can occasionally shuffle through your documents and store those that are important but that are rarely used. You can discard documents that are less important, such as newspapers and magazines, based on their age. You can quickly complete the same process in Outlook. You can have old items automatically transferred by using the AutoArchive feature. Items are considered old when they reach the age that you specify. With the AutoArchive feature, you can either delete or move old items. Outlook can archive all kinds of items, but it can only locate files that are stored in an folder, such as a Microsoft Excel spreadsheet or a Microsoft Word document, that is attached to an message. A file that is not stored in an folder cannot be archived. Setting up the AutoArchive feature is a two-step process. 1. Turn on AutoArchive. 2. Set the AutoArchive properties for each folder that you want archived. At the folder level you can: Determine the items that are to be archived and how frequently they are archived. Automatically archive individual folders Configure a default AutoArchive setting for all folders and then configure AutoArchive settings for individual folders that you don t want to use the default AutoArchive settings. You determine how often AutoArchive runs and then it runs automatically. Outlook checks the AutoArchive properties of each folder by date and moves old items to your archive file. Items that are set to delete instead of archived are moved to the Deleted Items folder are deleted. Outlook 2007 By default, several Outlook folders are set up with the AutoArchive feature turned on. The following is a list of the folders that have the AutoArchive feature turned on and of each folder's default aging period: The Calendar folder (6 months) The Tasks folder (6 months) The Journal folder (6 months) The Sent Items folder (2 months) The Deleted Items folder (2 months) The Inbox, Notes, Contacts, and Drafts folders do not have the AutoArchive feature turned on by default. You cannot use the AutoArchive feature with the Contacts folder, as the Contacts folder does not have an archive property. Outlook 2010 and Outlook 2013 By default, the AutoArchive feature is turned off in Outlook 2010 and Outlook However, by default, the AutoArchive feature is enabled in Outlook Therefore, if you do not disable the AutoArchive feature in Outlook 2007 and upgrade to Outlook 2010 or Outlook 2013, the AutoArchive feature remains enabled. When you turn on AutoArchive it creates the archive folders for you Your existing folder structure in your mailbox is copied into maintained in your new archive folder. If there is a parent folder above the folder that you archived, the parent folder is created in the archive file, but the items that are in the parent folder are not archived. In this way, the same folder structure exists between the archive file and your mailbox. Folders are left in place after being archived, even if they are empty.

2 How to Turn On the AutoArchive Feature Outlook 2007 By default, AutoArchive is turned on in Outlook That can be verified by the message that appears letting you know AutoArchive is about to run. To turn it off or back on, here s how: 1. On the Tools menu, click Options. This opens the Options dialog box. 2. Click the tab labeled Other and in the AutoArchive section click on the AutoArchive button. This opens the AutoArchive dialog box.

3 The Outlook 2007 AutoArchive dialog box 1 2 Run AutoArchive every: Choose how often AutoArchive runs. Prompt before AutoArchive runs: Choose this option for Outlook to display a reminder message before AutoArchive runs. When the message pops up at an inconvenient time, click No to cancel that AutoArchive session. Delete expired items ( folders only): This option is not selected by default. If chosen, messages are deleted when their aging period has expired and not archived. The default period for Inbox and Draft folder items is six months and three months for the Sent Items folder. These periods can be changed using the Clean out items older than option (#5). Note: Checking this box means you want to delete old s and not archive them. 3 Archive or delete old items: Choose this option if Outlook is to archive items or delete them when they expire. Choose additional settings to apply to both archiving and deletion. 4 5 Show archive folder in folder list: Choose to have the Archive folder listed with other folders in the Navigation Pane. In the main Archive folder, subfolders can be opened and archived items viewed. This provides verification that the correct items were archived, and needed items can be dragged back to a working folder. Clean out items older than: Choose if items are archived, in a certain number of days, weeks, or months. Periods of one day up to 60 months can be configured. "Clean" means to archive or store items. It does not mean "deleted" unless that setting has been selected elsewhere.

4 Move old items to: Archived s are stored by default in the archive.pst file. The default location for this file is different for computers running Windows Vista and Windows XP operating systems. Another destination for the archive.pst file can be set by browsing to and setting a different location. s are moved to this location once they reach the set parameters. Default Destinations: Microsoft Windows XP: C:\Documents and Settings\(Your User Name)\Local Settings\Application Data\Microsoft\Outlook\Archive.pst Windows 7: C:\Users\(Your User Name)\AppData\Local\Microsoft\Outlook\Archive.pst Permanently delete items: This option immediately deletes the expired items instead of moving them to the default location, such as the archive location or the Deleted Items folder. Caution: Only use this if no s are to be stored anywhere. Apply these settings to all folders now: This option applies the AutoArchive settings to all folders. To specify different settings for one or more folders, do not choose this option. Instead, use the instructions shown below the button that explain how to specify settings for individual folders (see also the Changing AutoArchive Settings for Individual Folders section). Changes made to specific folders apply only to those folders. Retention Policy Information: At SLCC the system administrator has not set retention policies that determine when and how mailbox items are AutoArchived.

5 Outlook 2010 and Outlook 2013 In Outlook 2010 and 2013, AutoArchive is turned off by default and must be turned on by the user. Here s how: 1. On the ribbon, click the File tab, and then click the Options button on the File menu. 2. The Outlook Options window opens. Click the Advanced button. This will open the 3. In the AutoArchive section, click the AutoArchive Settings button. This opens the AutoArchive dialog box.

6 The Outlook 2010 and 2013 AutoArchive Dialog Box 1 2 Run AutoArchive every: Choose how often AutoArchive runs. Prompt before AutoArchive runs: Choose this option for Outlook to display a reminder message before AutoArchive runs. When the message pops up at an inconvenient time, click No to cancel that AutoArchive session. Delete expired items ( folders only): This option is not selected by default. If chosen, messages are deleted when their aging period has expired and not archived. The default period for Inbox and Draft folder items is six months and three months for the Sent Items folder. These periods can be changed using the Clean out items older than option (#5). Note: Checking this box means you want to delete old s and not archive them. 3 Archive or delete old items: Choose this option if Outlook is to archive items or delete them when they expire. Choose additional settings to apply to both archiving and deletion. 4 5 Show archive folder in folder list: Choose to have the Archive folder listed with other folders in the Navigation Pane. In the main Archive folder, subfolders can be opened and archived items viewed. This provides verification that the correct items were archived, and needed items can be dragged back to a working folder. Clean out items older than: Choose if items are archived, in a certain number of days, weeks, or months. Periods of one day up to 60 months can be configured. "Clean" means to archive or store items. It does not mean "deleted" unless that setting has been selected elsewhere. 6 7 Move old items to: Archived s are stored by default in the archive.pst file. The default location for this file is different for computers running Windows Vista and Windows XP operating systems. Another destination for the archive.pst file can be set by browsing to and setting a different location. s are moved to this location once they reach the set parameters. Default Destinations: Microsoft Windows XP: C:\Documents and Settings\(Your User Name)\Local Settings\Application Data\Microsoft\Outlook\Archive.pst Windows 7: C:\Users\(Your User Name)\AppData\Local\Microsoft\Outlook\Archive.pst Permanently delete items: This option immediately deletes the expired items instead of moving them to the default location, such as the archive location or the Deleted Items folder. Caution: Only use this if no s are to be stored anywhere.

7 8 Apply these settings to all folders now: This option applies the AutoArchive settings to all folders. To specify different settings for one or more folders, do not choose this option. Instead, use the instructions shown below the button that explain how to specify settings for individual folders (see also the Changing AutoArchive Settings for Individual Folders section). Changes made to specific folders apply only to those folders. 9 OK button: Click to save changes. Important: The Outlook Data (.pst) file that you choose as the default archive file must be located on the local computer. The use of networked.pst files is only supported with Outlook 2010 and under very specific conditions. For more information about the limits to using.pst files over the network, click the following article number to view the article in the Microsoft Knowledge Base. How to Set the AutoArchive Properties for a Folder Now that you have turned on the AutoArchive feature, you must set the AutoArchive properties for each folder. Outlook 2007: 1. In the Folder List, right-click the folder that you want to AutoArchive, and then click Properties. 2. Click the AutoArchive tab. 3. To set the AutoArchive properties for this folder, click to select Clean out items older than. 4. To specify when the items must be automatically transferred to your archive file, type a number in the Months box. 5. To specify a file for the archived items to be transferred to, click Move old items to. 6. In the Move old items to box, type a file name for the archived items, or click Browse to select from a list, and then click OK. Outlook 2010 and Outlook 2013: Method 1: 1. Select the folder that you want to AutoArchive. 2. Click the Folder tab, and then click AutoArchive Settings. Method 2: 1. Right-click the folder that you want to AutoArchive, and then click Properties. 2. Click the AutoArchive tab. 3. To set the AutoArchive properties for this folder, click to select the Clean out items older than check box. 4. To specify when the items must be automatically transferred to your archive file, type a number in the Months box. 5. To specify a location for the archived items to be transferred to, click Move old items to. 6. In the Move old items to box, type a file name for the archived items, or click Browse to select from a list, and then click OK.

How to Archive Items Manually (Outlook) How to Manually Archive Mail in Outlook [2014]

How to Archive Items Manually (Outlook) How to Manually Archive Mail in Outlook [2014] How to Archive Items Manually (Outlook) How to Manually Archive Mail in Outlook [2014] Your Microsoft Outlook mailbox grows as items are created in the same way that papers pile up on your desk. In the

More information

AutoArchive settings explained

AutoArchive settings explained AutoArchive settings explained Your Microsoft Office 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

More information

MS Word 2007. Microsoft Outlook 2010 Mailbox Maintenance

MS Word 2007. Microsoft Outlook 2010 Mailbox Maintenance MS Word 2007 Microsoft Outlook 2010 Mailbox Maintenance INTRODUCTION... 1 Understanding the MS Outlook Mailbox... 1 BASIC MAILBOX MAINTENANCE... 1 Mailbox Cleanup... 1 Check Your Mailbox Size... 1 AutoDelete

More information

Archiving Your Mail in Outlook 2007

Archiving Your Mail in Outlook 2007 About Archiving Archiving Your Mail in Outlook 2007 All messages, contact information, calendars and other data you create in Microsoft Outlook 2007 are kept in your mailbox on the Exchange (FIUmail) server.

More information

Archiving Your Mail in Outlook 2010

Archiving Your Mail in Outlook 2010 About Archiving Archiving Your Mail in Outlook 2010 All messages, contact information, calendars and other data you create in Microsoft Outlook 2010 are kept in your mailbox on the Exchange server. But

More information

Outlook Archiving and Storage

Outlook Archiving and Storage Outlook Archiving and Storage This document provides information related to storing and archiving e-mail in Outlook, including Outlook s auto archive feature, techniques for avoiding reaching your mailbox

More information

How to Use AutoArchive to Manage the Size of Your Outlook Mailbox

How to Use AutoArchive to Manage the Size of Your Outlook Mailbox How to Use AutoArchive to Manage the Size of Your Outlook Mailbox Your Microsoft Office Outlook Mailbox grows over time as you create, send and receive items (messages, appointments, contacts, tasks, notes,

More information

Cleaning out Outlook E mail

Cleaning out Outlook E mail Cleaning out Outlook E mail The following are tips to keeping Outlook E mail folder sizes to a minimum. If users have any questions, please call the Helpdesk on 619 4357. Empty the Deleted Items folder

More information

Auto-Archiving your Emails in Outlook

Auto-Archiving your Emails in Outlook Changing the AutoArchive Settings for all your Mailbox Folders Changing the AutoArchive Settings for all your Mailbox Folders (cont.) One way to minimize the amount of server space you are using for your

More information

The Archive Feature in Outlook 2003

The Archive Feature in Outlook 2003 The Archive Feature in Outlook 2003 Table of Contents Clogged Mailboxes... 1 Empty Deleted Items folder upon exiting... 1 Mailbox Size Properties... 2 View Mailbox Size... 3 Archiving... 4 Folder structure...

More information

Outlook: Storing Email

Outlook: Storing Email Outlook: Storing Email Academic Computing Services www.ku.edu/acs Abstract: Use AutoArchive to move items to an archive file (.pst). Archiving copies items to the archive file and then removes them from

More information

Archiving Email - Outlook 2003

Archiving Email - Outlook 2003 Archiving Email - Outlook 2003 Archiving data automatically Configuring the Automatic Archiving of Items Archiving data manually Restoring Data Archiving data automatically Over time you will likely want

More information

Archive E-mails Outlook 2010 & 2013 on Windows XP, Vista, 7, 8

Archive E-mails Outlook 2010 & 2013 on Windows XP, Vista, 7, 8 Archive E-mails Outlook 2010 & 2013 on Windows XP, Vista, 7, 8 Read First About Archives Archives are used to reduce the size of your Outlook Data File (.pst) or Exchange mailbox. OIT highly recommends

More information

Outlook Managing Your Items

Outlook Managing Your Items Course Description Managing your items is essential if you want Outlook to run as efficiently and effectively as possible. As with any filing system the longer you put off doing anything the larger the

More information

Creating an Email Archive in Outlook

Creating an Email Archive in Outlook Creating an Email Archive in Outlook Setting up AutoArchive Auto Archiving is the suggested method for archiving mail in Outlook. Mailbox items are AutoArchived on last modification date, not the date

More information

CommuniGate Mail Archiving and Cleanup with Outlook 2007

CommuniGate Mail Archiving and Cleanup with Outlook 2007 CommuniGate Mail Archiving and Cleanup with Outlook 2007 Some users are hitting quota limits in CommuniGate e-mail accounts. In other words, there are too many e-mails in their account folders on the server.

More information

AUTO ARCHIVING. December, 6 th 2005

AUTO ARCHIVING. December, 6 th 2005 AUTO ARCHIVING December, 6 th 2005 What is Auto Archiving? Archiving allows the user to keep their emails but not count them towards the set quota. By keeping emails archived, the quota will never be met

More information

Outlook 2007: Managing your mailbox

Outlook 2007: Managing your mailbox Outlook 2007: Managing your mailbox Find its size and trim it down Use Mailbox Cleanup On the Tools menu, click Mailbox Cleanup. You can do any of the following from this one location: View the size of

More information

Archiving in Microsoft Outlook. This document looks at archiving and saving space in the Microsoft Outlook email program. INFORMATION SYSTEMS SERVICES

Archiving in Microsoft Outlook. This document looks at archiving and saving space in the Microsoft Outlook email program. INFORMATION SYSTEMS SERVICES INFORMATION SYSTEMS SERVICES Archiving in Microsoft Outlook This document looks at archiving and saving space in the Microsoft Outlook email program. AUTHOR: ISS DATE: December 2005 EDITION: 2.0 TUT 104

More information

Archiving your mail with Outlook 2003

Archiving your mail with Outlook 2003 Archiving your mail with Outlook 2003 Introduction and Purpose According to the OIT policy and procedure manual, it is the responsibility of the client/user to maintain the size of their own mail file

More information

Why Should I Archive?

Why Should I Archive? 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

More information

OUTLOOK 2007 USER GUIDE

OUTLOOK 2007 USER GUIDE Using Outlook 2007 The information below will guide you through some of the Outlook features that can help you to manage your email. Topics listed below are: Sorting Messages Saving Attachments Emptying

More information

How to Archive Email in Outlook 2010

How to Archive Email in Outlook 2010 How to Archive Email in Outlook 2010 If you are using Outlook 2010 as your email client for a considerable period of time, you will notice that your PST file that stores your calendar entries, email messages,

More information

REDUCING YOUR MICROSOFT OUTLOOK MAILBOX SIZE

REDUCING YOUR MICROSOFT OUTLOOK MAILBOX SIZE There are several ways to eliminate having too much email on the Exchange mail server. To reduce your mailbox size it is recommended that you practice the following tasks: Delete items from your Mailbox:

More information

Reducing the Size of Your Outlook 2003 Calendar

Reducing the Size of Your Outlook 2003 Calendar UCSF School of Medicine Office of the Dean Information Services Unit Reducing the Size of Your Outlook 2003 Calendar UCSF School of Medicine, Office of the Dean, Information Services Unit. 2005 UC Regents.

More information

Managing Mailbox Space and Personal Folders

Managing Mailbox Space and Personal Folders Managing Mailbox space and Using Personal Folders Based on documentation developed at the University of Iowa Revised for Iowa State University Extension August, 2005 ISU 100 EIT Bldg Iowa State University

More information

Microsoft Outlook 2003 Basic Guide

Microsoft Outlook 2003 Basic Guide Microsoft Outlook 2003 Basic Guide Table of Contents Introduction... 2 Getting Help... 2 Exploring Outlook... 3 Drop-Down Menus... 3 Navigation Pane... 4 Folder Pane... 7 Reading Pane... 7 Toolbars...

More information

Microsoft Outlook MAINTENANCE & USAGE GUIDE

Microsoft Outlook MAINTENANCE & USAGE GUIDE Microsoft Outlook MAINTENANCE & USAGE GUIDE Updated 1/31/2014 SUMMARY Microsoft Exchange is an email messaging and scheduling service used in our organization. This service is managed on a global level

More information

Step-by-Step Archiving with pictures

Step-by-Step Archiving with pictures Step-by-Step Archiving with pictures First, make sure that your status bar is visible in Outlook. - Click on View and make sure that Status Bar has a check by it. If it does not click on it. In Outlook,

More information

Email Archiving. Follow these steps to archive your email:

Email Archiving. Follow these steps to archive your email: Email Archiving Archiving is a process by which your email messages and attached files are moved from the database on our email server to a location on your computer. This document contains step-by-step

More information

Step-by-Step Instructions

Step-by-Step Instructions Step-by-Step Instructions How-To Configure and Manage AutoArchive In Outlook 2010 & 2013 2014 Guy Designs Since the beginning of Outlook, Microsoft has always included the Archive and AutoArchive feature

More information

Backing up Microsoft Outlook Email For the PC Using MS Outlook 2000 Keith Roberts

Backing up Microsoft Outlook Email For the PC Using MS Outlook 2000 Keith Roberts WIN1020 November 2003 Backing up Microsoft Outlook Email For the PC Using MS Outlook 2000 Keith Roberts INTRODUCTION... 1 PREPARATION... 1 BACKING UP EMAIL... 2 RESTORING EMAIL FROM A PERSONAL FILE FOLDER...

More information

Microsoft Outlook 2010 Managing E-mail Disk Quotas

Microsoft Outlook 2010 Managing E-mail Disk Quotas CALIFORNIA STATE UNIVERSITY, LOS ANGELES INFORMATION TECHNOLOGY SERVICES Microsoft Outlook 2010 Managing E-mail Disk Quotas Spring 2013, Version 1.0 Table of Contents Introduction...2 Working With Outlook

More information

MANAGING OUTLOOK PERSONAL DATA FILES

MANAGING OUTLOOK PERSONAL DATA FILES MANAGING OUTLOOK PERSONAL DATA FILES 21 March 2009, Version 1.1 CONTENTS This document covers the following topics: Background Automatically Associating Old Data Files with Current Outlook Profile Manually

More information

Introduction. Creating an Archive file TO CREATE AN ARCHIVE FOLDER ON YOUR H: SPACE: Guide to Outlook 2010: Archiving email http://www.lse.ac.

Introduction. Creating an Archive file TO CREATE AN ARCHIVE FOLDER ON YOUR H: SPACE: Guide to Outlook 2010: Archiving email http://www.lse.ac. Guide to Outlook 2010: Archiving email http://www.lse.ac.uk/imt Contents > Creating an Archive file, Working with archived mail, Archiving email using drag and drop, Delete Archived Mail Messages, Compact

More information

Note: Make sure the.pst file is stored in your U: drive, this drive is protected by backups.

Note: Make sure the.pst file is stored in your U: drive, this drive is protected by backups. Email Management Best Practices I. Introduction: The School Board Network Infrastructure that we use daily is a huge investment involving workstations, servers, storage, software and backup equipment.

More information

Wiredfly: Outlook Archiving

Wiredfly: Outlook Archiving This document contains instructions on how to manage your main Outlook mailfile by moving older emails to another mailfile (called archiving ). The screenshots and methods discussed relate specifically

More information

Outlook E-Mail. Step 1: Open and Configure Outlook

Outlook E-Mail. Step 1: Open and Configure Outlook Outlook E-Mail Step 1: Open and Configure Outlook 1. Click the Microsoft Button in the lower left task bar 2. Select All Programs 3. Select Microsoft Office 4. Select Microsoft Outlook 5. Follow the Start

More information

Symantec Enterprise Vault

Symantec Enterprise Vault Symantec Enterprise Vault Guide for Microsoft Outlook 2010/2013 Users 10.0 Full Outlook Add-In Symantec Enterprise Vault: Guide for Microsoft Outlook 2010/2013 Users The software described in this book

More information

Symantec Enterprise Vault

Symantec Enterprise Vault Symantec Enterprise Vault Guide for Microsoft Outlook 2010/2013 Users 10.0 Full Outlook Add-In Symantec Enterprise Vault: Guide for Microsoft Outlook 2010/2013 Users The software described in this book

More information

Quick Guide on How to Clean up your Mailbox

Quick Guide on How to Clean up your Mailbox Quick Guide on How to Clean up your Mailbox Quick Guide Check your Mailbox size Empty the Deleted Items and Junk E-Mail folders Delete unnecessary Sent Items Search for your largest messages Save and remove

More information

Outlook 2010 Archiving Email CPAC Workshop Summer 2014

Outlook 2010 Archiving Email CPAC Workshop Summer 2014 Outlook 2010 Archiving Email CPAC Workshop Summer 2014 Presenters: Kaleo Kelikani and Linda Holdzkom, ITS Technical Services Contents Tips and Tools for the Desktop Version of Outlook Page 2-4 What is

More information

Managing Online and Offline Archives in Outlook

Managing Online and Offline Archives in Outlook Managing Online and Offline Archives in Outlook Contents How to Enable the Online Archive Feature in Outlook... 1 For Outlook 2007:... 2 How to Set the AutoArchive Properties for a Folder in Outlook 2007:...

More information

CONTENTS. Introduction... 3. Outlook at a glance... 3. Configure Outlook 2010 on-campus... 3. Creating Folders... 4. Sorting Emails...

CONTENTS. Introduction... 3. Outlook at a glance... 3. Configure Outlook 2010 on-campus... 3. Creating Folders... 4. Sorting Emails... OFFICE OF INFORMATION TECHNOLOGY Academic Technology Unit Microsoft Outlook 2010 Basics Workbook CONTENTS Introduction... 3 Outlook at a glance... 3 Configure Outlook 2010 on-campus... 3 Creating Folders...

More information

Wilkes University Mail Storage & Housekeeping for Students using Outlook 2003

Wilkes University Mail Storage & Housekeeping for Students using Outlook 2003 The following instructions apply to those users who have setup Outlook 2003 on their PCs. Email systems are not designed for long term storage. The more mail (especially with attachments) each of us keeps

More information

How to Setup and Manage LAUSD E-mail in Outlook

How to Setup and Manage LAUSD E-mail in Outlook LAUSD ITD Service Desk How to Setup and Manage LAUSD E-mail in Outlook (08/11/08) LAUSD ITD Service Desk 333 S. Beaudry Ave. Phone 213.241.5200 Fax 213.241.5224 Table of Contents Acceptable Use Policy...2

More information

Sample- for evaluation purposes only! Advanced Outlook. TeachUcomp, Inc. A Presentation of TeachUcomp Incorporated. Copyright TeachUcomp, Inc.

Sample- for evaluation purposes only! Advanced Outlook. TeachUcomp, Inc. A Presentation of TeachUcomp Incorporated. Copyright TeachUcomp, Inc. A Presentation of TeachUcomp Incorporated. Copyright TeachUcomp, Inc. 2012 Advanced Outlook TeachUcomp, Inc. it s all about you Copyright: TeachUcomp, Inc. Phone: (877) 925-8080 Web: http://www.teachucomp.com

More information

Symantec Enterprise Vault

Symantec Enterprise Vault Symantec Enterprise Vault Guide for Microsoft Outlook 2010/2013 Users 10.0 Light Outlook Add-In Symantec Enterprise Vault: Guide for Microsoft Outlook 2010/2013 Users The software described in this book

More information

For example, you might want to create a folder to collect together all emails relating to a particular project or subject.

For example, you might want to create a folder to collect together all emails relating to a particular project or subject. Email folders Outlook uses a series of folders such as the inbox, outbox, drafts and sent items to sort your email into collections according to the status of the message. If the folders which are already

More information

How To Manage Your Email Storage In Outlook On A Pc Or Macintosh Outlook On Pc Or Pc Or Ipa On A Macintosh Or Ipad On A Computer Or Ipo On A Laptop Or Ipod On A Desktop Or Ipoo On A

How To Manage Your Email Storage In Outlook On A Pc Or Macintosh Outlook On Pc Or Pc Or Ipa On A Macintosh Or Ipad On A Computer Or Ipo On A Laptop Or Ipod On A Desktop Or Ipoo On A ITS Computing Guide IT Services www.its.salford.ac.uk Outlook Email Management Use of the University s electronic storage areas is increasing at a greater rate than ever before. In order to keep systems

More information

Archiving Outlook 2010 Email

Archiving Outlook 2010 Email Archiving Outlook 2010 Email To reduce the size of your Email Store file, you will need to archive old email. Archiving copies old email messages and attachments to an Archive.pst file and then removes

More information

Tips and Tricks for increasing your efficiency in Microsoft Outlook

Tips and Tricks for increasing your efficiency in Microsoft Outlook Tips and Tricks for increasing your efficiency in Microsoft Outlook 1. Creating and managing folders Creating and managing folders in Outlook can help you keep track of important emails/ information and

More information

- Training. Getting Started with Outlook 2003. Information Technology Services - Training The University of Texas at Austin

- Training. Getting Started with Outlook 2003. Information Technology Services - Training The University of Texas at Austin - Training Getting Started with Outlook 2003 Information Technology Services - Training The University of Texas at Austin http://www.utexas.edu/its/training 2007 Information Technology Services The University

More information

Division of Student Affairs Email Quota Practices / Guidelines

Division of Student Affairs Email Quota Practices / Guidelines Division of Student Affairs Email Quota Practices / Guidelines Table of Contents Quota Rules:... 1 Mailbox Organization:... 2 Mailbox Folders... 2 Mailbox Rules... 2 Mailbox Size Monitoring:... 3 Using

More information

Outlook Email. Moving and deleting email. Moving emails

Outlook Email. Moving and deleting email. Moving emails Moving and deleting email Email is stored in a series of folders within your email account. To make it easier to find and manage important emails, you may wish to move them between folders. For less important

More information

Work Smart: Managing Email

Work Smart: Managing Email About Managing Email Employees can receive up to 150 to 200 email messages per day. Learning to manage your email is important, especially if you are new to and are unfamiliar with dealing with a large

More information

Symantec Enterprise Vault

Symantec Enterprise Vault Symantec Enterprise Vault Guide for Microsoft Outlook 2003/2007 Users 10.0 Full Outlook Add-In Symantec Enterprise Vault: Guide for Microsoft Outlook 2003/2007 Users The software described in this book

More information

Microsoft Outlook 2013 Part 2: Intermediate Outlook

Microsoft Outlook 2013 Part 2: Intermediate Outlook CALIFORNIA STATE UNIVERSITY, LOS ANGELES INFORMATION TECHNOLOGY SERVICES Microsoft Outlook 2013 Part 2: Intermediate Outlook Spring 2015, Version 1.0 Table of Contents Introduction...2 Calendar...2 Scheduling

More information

Migrate from Outlook Express to Windows Live Mail

Migrate from Outlook Express to Windows Live Mail Migrate from Outlook Express to Windows Live Mail Windows Live Mail is the successor to Microsoft's Outlook Express mail client. Windows Live Mail is not preinstalled with Windows 7. It can be downloaded

More information

Quick Reference Guide Outlook 2013 for Windows Outlook Data Management

Quick Reference Guide Outlook 2013 for Windows Outlook Data Management Quick Reference Guide Outlook 2013 for Windows Outlook Data Management There are ramifications for having a Large Outlook mailbox and/or Large Outlook main folders. You may experience slow response time

More information

Junk E-mail Settings. Options

Junk E-mail Settings. Options Outlook 2003 includes a new Junk E-mail Filter. It is active, by default, and the protection level is set to low. The most obvious junk e-mail messages are caught and moved to the Junk E-Mail folder. Use

More information

You must have at least Editor access to your own mail database to run archiving.

You must have at least Editor access to your own mail database to run archiving. Archiving An archive is a copy of a database you can create to store information no longer in use. Like a replica, an archive contains all documents and design elements in the original database, but unlike

More information

Quick Reference Guide Outlook 2010 for Windows: Outside the Mailbox Outlook Data Management

Quick Reference Guide Outlook 2010 for Windows: Outside the Mailbox Outlook Data Management Quick Reference Guide Outlook 2010 for Windows: Outside the Mailbox Outlook Data Management There are ramifications for having a Large Outlook mailbox and/or Large Outlook main folders. You may experience

More information

Microsoft Office 365 online archive features and FAQs

Microsoft Office 365 online archive features and FAQs Microsoft Office 365 online archive features and FAQs 1 Contents Contents... 2 Purpose... 3 Document Support Boundaries... 3 Examples used in this document... 3 Office 365 Archive... 4 Office 365 Archive

More information

Symantec Enterprise Vault

Symantec Enterprise Vault Symantec Enterprise Vault Guide for Microsoft Outlook 2010 Users 9.0 Symantec Enterprise Vault: Guide for Microsoft Outlook 2010 Users The software described in this book is furnished under a license agreement

More information

Microsoft Outlook 2010. Reference Guide for Lotus Notes Users

Microsoft Outlook 2010. Reference Guide for Lotus Notes Users Microsoft Outlook 2010 Reference Guide for Lotus Notes Users ContentsWelcome to Office Outlook 2010... 2 Mail... 3 Viewing Messages... 4 Working with Messages... 7 Responding to Messages... 11 Organizing

More information

Microsoft Outlook Archiving

Microsoft Outlook Archiving Microsoft Outlook Archiving What is Archiving? Archiving is moving messages from an on-line folder to an off-line folder, thus freeing server space. While organizing mail in folders is a great way to keep

More information

DataCove. Installation Instructions for Search Plug-in for Microsoft Outlook 2007 & 2010 (All Users)

DataCove. Installation Instructions for Search Plug-in for Microsoft Outlook 2007 & 2010 (All Users) Installation Instructions for Search Plug-in for Microsoft Outlook 2007 & 2010 (All Users) System Requirements: Windows XP, Vista or 7 Outlook 2007 or 2010 32 bit Editions 1GB of RAM Microsoft.NET Framework

More information

Outlook 2010 vs GroupWise

Outlook 2010 vs GroupWise Outlook 2010 GroupWise Quick Viewer available from a button or the View menu. Reading Pane automatically displayed (on the right but can be switched off or displayed at the bottom of the screen using View

More information

Auto Archiving Folders in Outlook XP

Auto Archiving Folders in Outlook XP Auto Archiving Folders in Outlook XP Your Outlook email account on the Exchange server is allotted 50 megabytes of storage space on the server. Items in the Inbox, Calendar, Sent Items, Deleted Items,

More information

Symantec Enterprise Vault

Symantec Enterprise Vault Symantec Enterprise Vault Guide for Microsoft Outlook 2003/2007 Users 10.0 Light Outlook Add-In Symantec Enterprise Vault: Guide for Microsoft Outlook 2003/2007 Users The software described in this book

More information

Archiving and Managing Your Mailbox

Archiving and Managing Your Mailbox Archiving and Managing Your Mailbox We Need You to Do Your Part We ask everyone to participate in routinely cleaning out their mailbox. Large mailboxes with thousands of messages impact backups and may

More information

Lesson 7: Maintenance

Lesson 7: Maintenance Lesson 7: Maintenance This lesson introduces you to processes that will help you with the overall maintenance of Outlook 2007. The processes outlined in this section are: Mailbox Cleanup: Helps you focus

More information

Outlook 2007 EXPLORE THE OUTLOOK USER INTERFACE. Microsoft. Basic Tasks

Outlook 2007 EXPLORE THE OUTLOOK USER INTERFACE. Microsoft. Basic Tasks Microsoft Outlook 2007 Basic Tasks EXPLORE THE OUTLOOK USER INTERFACE 1. Instant Search box: Helps you quickly find items in Microsoft Outlook. The Instant Search pane is always available in all of your

More information

Migrating From Bobcat Mail To Google Apps (Using Microsoft Outlook and Google Apps Sync)

Migrating From Bobcat Mail To Google Apps (Using Microsoft Outlook and Google Apps Sync) Migrating From Bobcat Mail To Google Apps (Using Microsoft Outlook and Google Apps Sync) This document is intended for those users moving from WVWC s Bobcat Mail system to the new Google Apps mail system

More information

Reduce the number of years of general ledger transactions and balances to save

Reduce the number of years of general ledger transactions and balances to save MINIMIZING DISK SPACE USAGE IN VIRTUAL OFFICE CS OR SAAS In General... 1 Creative Solutions Accounting... 1 Engagement CS... 4 FileCabinet CS... 4 Fixed Assets CS... 6 Practice CS... 8 UltraTax CS... 8

More information

Table of Contents. 1. Introduction to the Outlook Mail Client

Table of Contents. 1. Introduction to the Outlook Mail Client M icrosoft Outlook is the Microsoft s flagship messaging tool for email, calendaring and information sharing for Microsoft Exchange Server and is the supported client at. This manual will provide an introduction

More information

Personal Folders Backup

Personal Folders Backup Personal Folders Backup The Personal Folders Backup tool is designed for use in Outlook 2000 and later and the operating systems that support each respective Outlook version. The tool provides a quick

More information

Managing Your Emailbox

Managing Your Emailbox Managing Your Emailbox Before you try any of the tips below, the easiest way to decrease your mailbox size is to: Delete emails in your Sent Folder Empty the deleted items folder (right click on deleted

More information

Symantec Enterprise Vault

Symantec Enterprise Vault Symantec Enterprise Vault Guide for Microsoft Outlook 2003/2007 Users 9.0 Symantec Enterprise Vault: Guide for Microsoft Outlook 2003/2007 Users The software described in this book is furnished under a

More information

MS Visio Org Charts and Diagrams. The Essentials. Janet W. Lee Technology Training Coordinator Loyola Marymount University, Los Angeles

MS Visio Org Charts and Diagrams. The Essentials. Janet W. Lee Technology Training Coordinator Loyola Marymount University, Los Angeles MS Visio Org Charts and Diagrams 2 Outlook Desktop: The Essentials Janet W. Lee Technology Training Coordinator Loyola Marymount University, Los Angeles http://its.lmu.edu/training February 2014 Compiled

More information

About the To-Do Bar in Outlook 2007

About the To-Do Bar in Outlook 2007 Exchange Outlook 007 How To s / Tasks (Advanced ) of 8 Tasks in the Microsoft Office system are similar to a to-do list. Tasks make it easy to use Microsoft Office Outlook 007 to organize your time and

More information

Clean Up Email Rules Quick Steps Search Tools Change Views Export Data Convert email to tasks Contact Groups. Outlook Functions

Clean Up Email Rules Quick Steps Search Tools Change Views Export Data Convert email to tasks Contact Groups. Outlook Functions Clean Up Email Rules Quick Steps Search Tools Change Views Export Data Convert email to tasks Contact Groups Outlook Functions Clean Up: New ways to manage conversations and remove redundant emails: Email

More information

MINIMIZING DISK SPACE USAGE IN SAAS OR VIRTUAL OFFICE CS

MINIMIZING DISK SPACE USAGE IN SAAS OR VIRTUAL OFFICE CS MINIMIZING DISK SPACE USAGE IN SAAS OR VIRTUAL OFFICE CS In General... 1 Creative Solutions Accounting... 1 FileCabinet CS... 4 Fixed Assets CS... 6 Practice CS... 7 UltraTax CS... 8 Microsoft Outlook...

More information

Microsoft Outlook Setup With Exchange Server. Outlook 2007 2010 2013

Microsoft Outlook Setup With Exchange Server. Outlook 2007 2010 2013 Microsoft Outlook Setup With Exchange Server Outlook 2007 2010 2013 Revised 12/1/2014 CONTENTS SUMMARY... 3 I. OUTLOOK SETUP... 4 II. PERSONAL FOLDERS SETUP... 7 III. RULES SETUP... 9 Rule #1: Move Inbox

More information

Archiving GroupWise 12 Mail

Archiving GroupWise 12 Mail Archiving GroupWise 12 Mail on a PC Presented by Kristi L. Gladen Information Technology Services Central Washington University 509-963-2392 training@cwu.edu Table of Contents Introduction... 1 Why archive?...

More information

Symantec Enterprise Vault

Symantec Enterprise Vault Symantec Enterprise Vault Guide for Microsoft Outlook 2010 Users 9.0 Contents Chapter 1 Enterprise Vault options and mailbox icons Enterprise Vault options and toolbar buttons Enterprise Vault Outlook

More information

Storage of E-mail Messages Using Microsoft Outlook

Storage of E-mail Messages Using Microsoft Outlook 2-07-2007 1 Storage of E-mail Messages Using Microsoft Outlook Electronic mail (e-mail), created or maintained by public agencies, meets the statutory definition of a public record in Kentucky (see KRS

More information

Working with your NTU email off campus

Working with your NTU email off campus Working with your NTU email off campus When you are working on a laptop or at home you can access your email via a number of methods. Using Outlook Web Access or NOW, you can access your email via any

More information

Excel will open with the report displayed. You can format and/or save the report as desired.

Excel will open with the report displayed. You can format and/or save the report as desired. SI5 User and Administration Guide 553 Excel Reports Excel reports provide a powerful way to view data across projects. To run an Excel report, first select the projects you would like to use for your report

More information

GroupWise to Outlook: How Do I?

GroupWise to Outlook: How Do I? Group- Wise GroupWise to Outlook: How Do I? Outlook Function Function How to Proxy Delegate From the File tab, click Account Settings and then Delegate Access from the drop-down menu. In the Delegates

More information

Contents. Changing Your Outlook View To Folder List. Adding Exchange Server Quota Info To The Status Bar. See Quota Info

Contents. Changing Your Outlook View To Folder List. Adding Exchange Server Quota Info To The Status Bar. See Quota Info Managing Outlook Data By Christopher A. Leonti Information Technology Support Specialist College of Ag / Montana Ag Experiment Station Montana State University-Bozeman http://ag.montana.edu/infotech This

More information

Moving your GroupWise archive to Outlook 2010 Key step to take the day after your e-mail upgrade

Moving your GroupWise archive to Outlook 2010 Key step to take the day after your e-mail upgrade Moving your GroupWise archive to Outlook 2010 Key step to take the day after your e-mail upgrade About this guide /transformation Who should use it This guide is intended for those DBHDD (Department of

More information

OUTLOOK 2003 COURSE LEARNING OUTCOMES. Students will be able to:

OUTLOOK 2003 COURSE LEARNING OUTCOMES. Students will be able to: OUTLOOK 2003 COURSE LEARNING OUTCOMES Students will be able to: 1. Send, receive, and reply to mail 2. Set up tasks and priorities 3. Manage files and folders 4. Use Global and Personal Address Books 5.

More information

Outlook 2007 Delegate Access

Outlook 2007 Delegate Access Outlook 2007 Delegate Access Just as an assistant can help you manage your paper mail, your assistant can use Outlook to act on your behalf: receiving and responding to e-mail, meeting requests, and meeting

More information

The LSUHSC N.O. Email Archive

The LSUHSC N.O. Email Archive The LSUHSC N.O. Email Archive Introduction The LSUHSC N.O. email archive permanently retains a copy of all email items sent and received by LSUHSC N.O. Academic email users. Email items will be accessible

More information

Email User Manual. [Outlook Web App 2013]

Email User Manual. [Outlook Web App 2013] [Outlook Web App 2013] Central Information Systems Division March 2014 Table of Contents 1. To Login... 4 2. To Logout... 5 3. Change Password... 5 4. Email Messaging... 6 4.1 Create a New Mail... 6 4.2

More information

How to: Using archive files in Microsoft Outlook

How to: Using archive files in Microsoft Outlook How to: Using archive files in Microsoft Outlook Preface This 'How To' will guide you in archiving or making a backup of your Outlook folders. Keep in mind that these are two different actions: A backup

More information

USING MICROSOFT OUTLOOK 2013

USING MICROSOFT OUTLOOK 2013 USING MICROSOFT OUTLOOK 2013 Staff Development Technology 0 P a g e TABLE OF CONTENTS Outlook 2013 Ribbon... 1 Viewing Inbox... 1 Background Color and Themes... 2 INBOX... 3 Reading Pane... 3 Turn off/on

More information

MICROSOFT OUTLOOK 2011 SYNC ACCOUNTS AND BACKUP

MICROSOFT OUTLOOK 2011 SYNC ACCOUNTS AND BACKUP MICROSOFT OUTLOOK 2011 SYNC ACCOUNTS AND BACKUP Last Edited: 2012-07-10 1 Sync Exchange and IMAP accounts... 3 Sync basics... 3 Sync Outlook with ical and Apple Mail on Mac... 3 Set schedule to synchronize

More information