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 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 2003 and later versions. You can manually transfer old items to a storage file by clicking Archive on the File menu, or 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. By default, the AutoArchive feature is turned off in Outlook 2010 and Outlook 2013. However, by default, the AutoArchive feature is enabled in Outlook 2003 and Outlook 2007. Therefore, if you do not disable the AutoArchive feature in Outlook 2003 or Outlook 2007 and upgrade to Outlook 2010 or Outlook 2013, the AutoArchive feature remains enabled. This procedure will guide you through manually archiving items in different versions of Outlook.

For Outlook 2003 1 On the File menu, click Archive. Click the folder that you want to archive. In this procedure, the folder being archived is Home Networking. 2 Click one of the following options: Archive all folders to their AutoArchive settings Allows you to use your AutoArchive settings to archive the Home Networking folder. Archive this folder and all the subfolders Allows you to archive the Home Networking folder using the options available in the Archive dialog box. 3 In the Archive items older than list, choose a date from the date picker. In this example, items in the folder created before January 19, 2004 are archived. 4 To include items that you previously selected not to archive, select the Include items with "Do not AutoArchive" checked check box. Note To see if items have the Do not AutoArchive this item check box selected, open the item. On the File menu, click Properties. On the General tab, verify that the Do not AutoArchive this item check box is selected. 5 To archive the folder to a file other than the default Archive.pst file, click Browse, and then specify a different file name, such as Home Networking Archive.pst, and a location, such as My Documents. Note The default location for Archive.pst is C:\Documents and Settings\user name\local Settings\Application Data\Microsoft\Outlook\. A Personal Folders file (.pst) is an Outlook data file that stores items such as e-mail messages, contacts, calendar data, tasks, and notes. 6 Click OK.

For Outlook 2007 AutoArchive, which is turned on by default, automatically moves old items to an archive location at scheduled intervals. However, you can manually back up and archive items to a location that you specify. 1 On the File menu, click Archive. 2 Select the Archive this folder and all subfolders option, and then specify a date under Archive items older than. 3 Under Archive file, click Browse to specify a new file or location if you do not want to use the default file or location. 4 Select the Include items with "Do not AutoArchive" checked check box if you want to override a previous setting to not automatically archive specific items. If you choose to manually archive these items during this procedure, the items will again be subject to the Do not AutoArchive setting unless you manually override that setting again in the future. 5 Click OK. Note Outlook automatically creates another archive file for items in the folder and location specified.

For Outlook 2010 & 2013 1 Click the File tab 2 Click Cleanup Tools 3 Click Archive 4 Click the Archive this folder and all subfolders option, and then click the folder that you want to archive. Any subfolder of the folder you select is included in this manual archive. 5 Under Archive items older than, enter a date. 6 If you do not want to use the default file or location, under Archive file, click Browse to specify a new file or location. Browse to find the file that you want, or enter the file name, then click OK. The destination file location appears in the Archive file box. 7 Select the Include items with Do not AutoArchive checked check box to include any items that might be individually marked to be excluded from automatic archiving. This option does not remove that exclusion from these items, but instead ignores the Do not AutoArchive check box for this archive only.