Managing Your Outlook Account Advanced Archiving Alternatives and Exporting Data to Other Programs

Transcription

1 Managing Your Outlook Account Advanced Archiving Alternatives and Exporting Data to Other Programs Manually archiving Saving messages using drag and drop (*.MSG File) Saving and the calendar as an HTML File Exporting

2 Overview of Outlook Back-Up and Archive Options The handout Managing Your Outlook Account How to Retrieve and Archive Outlook Data provided the basic information needed set up and retrieve Outlook data. This handout describes advanced alternatives to the basic AutoArchive process at Marshall. The table below summarizes the different methods available for backing up Outlook items. Method Description Items Affected Opened Using Manual Archive (PST File) The user selects the Outlook folder to be archived. Items move into a PST file based on folder selected and archive date chosen. The user can perform manual archiving at any time Attachments - Calendar Events Outlook. Note: you must be online to access your PST file if your version of Outlook is setup for "Online Only" mode. Auto Archive (PST File) Drag & Drop (MSG File) Save as HTML Exporting (PST, Excel, Access, etc.) OST File Synchronization After setting up which folder is to be archived, auto archive will run automatically at given intervals to move items into a PST file based on the duration the item has been in the folder. It can also be configured to delete items rather than back them up. Copies or moves an item into a MSG file. Each item is in its own MSG file. Note that entire folders cannot be affected although you can drag multiple items at once to create multiple MSG files. Creates an HTML file for a individual s (attachments are not included); calendars can be created for a specified period. Can be used to copy items into a PST file, Excel, Access, etc. Excel & Access items are stored in table format. This is the best method of backing up "Contact" items. Note that if exporting to a PST file, attachments will be included but if exporting to Excel or Access, they will not be. This is a method of working offline. An OST file is created locally that can be synchronized with the exchange server. This is not covered in this handout Attachments - Calendar Events - Individual & attachments - Individual Calendar Events - Individual Notes - Individual Tasks - Individual Contacts - messages if they are in html format. Attachments are not included. - Calendars - Calendars. - Contacts - s - Calendars. - Contacts - s Outlook. Note: you must be online to access your PST file if your version of Outlook is setup for "Online Only" mode. Outlook. You do not have to be online to open these items. Simply double click the MSG file to open it. Any Web browser. You do not have to be online. Opened using the program whose file type you chose when exporting. Outlook on or offline. Advanced Archiving Alternatives November 14, 2002 Page 2

3 MANUALLY ARCHIVING ITEMS This section covers how to take all of the messages in a folder or subfolder and move them to a file on your hard drive, floppy disk, or network drive at your discretion. The file created is called a Personal Folders File and ends with a.pst extension. Note that it can only be opened by Outlook. Archiving a Folder or Subfolders Thereof 1. Select the folder to be backed up. 2. From the menu, click: FILE - ARCHIVE a. Select Archive this folder and all subfolders to archive all messages in the folder regardless of when auto archive would have archived them. b. The folder being archived should already be selected. c. Archive Items Older Than controls which messages are backed up. Any messages created before the date selected will be archived. Click the down arrow to select a date. d. Check Include items with Do not AutoArchve checked e. Type in a name and location for the archive file or click "Browse" to select a location. (Archive files have a.pst extension). f. Click OK. The archive status is indicated in the lower right corner of your screen. Should you wish to cancel the process, click the down triangle and select Cancel Archive. Advanced Archiving Alternatives November 14, 2002 Page 3

4 SAVING MESSAGES USING DRAG AND DROP (*.MSG FILE) Another method of backing up Outlook data is to drag items out of outlook onto your desktop, into an open drive window, or perhaps best yet, a shortcut on your Outlook bar that saves to your personal N: Drive. Items will be saved as files with a "MSG" extension and can be opened at any time by double clicking. They will open in the same type of window that they were created in and can be accessed whether Outlook has been configured for online only, offline, or Internet only mode. In other words, you will be able to open the items without having to be online even if Outlook on your computer has been configured for online only access. Note that each message, note, calendar event, or task will be saved as its own file. You cannot group multiple items into a single file although you can create multiple files simultaneously. Files attached to items will also be copied and placed into the same MSG file as the . Types of Items That Can Be Copied - & Attachments: Copies the and attachment as an . - Calendar Items: Copies the event or meeting as an . - Individual Contacts: Copies the contact in contact format. : Copies the note in note format. - Individual Tasks: Copies the Task in Task format. Note that clicking and dragging a folder makes a shortcut but no actual data is copied. Copying vs. Moving Items - Clicking and dragging using the left mouse button will copy items to the new location. - If you click and drag using the right mouse button, you will have the option to "move" items. Opening a MSG File To open a file saved in MSG format, simply locate it using MS File Explorer and double click it. It will open in Outlook (even if your version of Outlook is setup for online use only). To read any enclosed attachments, double click those as well. Advanced Archiving Alternatives November 14, 2002 Page 4

5 SAVING AND THE CALENDAR AS AN HTML FILE Another method of backing up and your calendar is to save them as HTML files. The advantage to this is that items can be read by any web browsers whether you are online or offline; further, this is a very efficient method of creating a calendar that can be uploaded to a web server. Note that an message can only be saved as an html file if the message was created in html format. - messages will be stored as html files; however, file attachments will not be included. - When saving a calendar, the user can select the "start" and "end" dates and the calendar created will reflect those dates. Note that you may need to download the Internet Publishing Wizard from Microsoft if it was not installed with your version of MS Office. The file for the Outlook 2000 Internet Publishing Wizard can be found at: Saving Calendar Information 1. Open the folder list: VIEW FOLDER LIST 2. Select the calendar folder. 3. From the menu, click: FILE SAVE AS WEB PAGE 4. Click the down arrows to set the "Start" and "End" date to be placed on the calendar. 5. Specify a "Calendar Title". 6. Specify a file name and location. 7. Click "OK". Saving an as HTML This is possible only if the was created in HTML format. 1. Select the (but do not open it.) 2. From the menu, click: FILE SAVE AS 3. Enter a filename and location then click "SAVE". Advanced Archiving Alternatives November 14, 2002 Page 5

6 Exporting - General , contact, and Calendar items can also be exported into various different formats including PST, delimited text files, Excel, Access, and Fox Pro to name a few. If exporting to a database, attachments will not be exported but all other data will be captured in database format. This is perhaps the best method of backing up your contacts. Note that exporting does not delete the original item. 1. From the menu, click: "FILE IMPORT AND EXPORT" 2. Select "Export To a File". 3. Click "NEXT". 4. Select the format you wish to export to. 5. Click "NEXT". 6. Select the folder to export from. 7. Click "NEXT". 8. Enter a path and file name to export to or use the "Browse" button. 9. Click "NEXT". 10 Click "FINISH". Exporting To a PST File This section covers how to back-up your entire Outlook account to a PST file. Note that all items including attachments will be backed up. The original items will not be deleted. 1. From the menu, click: "FILE IMPORT AND EXPORT" 2. Select "Export To a File". 3. Click "NEXT". 4. Select "Personal Folder File (.pst)". 5. Click "NEXT". 6. Select your "Mailbox - name" folder. 7. Click "Include Subfolders ". 8. Click "NEXT". 9. Enter a path and file name to export to or use the "Browse" button. 10. Click "NEXT". 11. Specify a name for the Archive folder. It is this name that will appear as the folder name when you open the archive in Outlook. 12. Specify any encryption settings and password if desired. 13 Click "FINISH". Advanced Archiving Alternatives November 14, 2002 Page 6