We all find it a chore to keep on top of our filing and in particular our emails.  With most things our mailbox has a limit to the amount of information it can store and many Corporate IT departments are constantly fighting a battle to free up storage space just to keep then users happy.  In the following blog I will show you how you can AutoArchive your emails, so that you mailbox is does not reach its full capacity.  I was with a client yesterday and this prompted me to write this blog.

Back in early July I wrote about this topic and explained about how you could delete and file items etc.  In this blog, I’m going to show you how you can set up an Archive folder.

Before the digital age paper hardcopy of documents would be filed away in room either on site or elsewhere, and this was known as Archiving.  So now with electronic documents we need to Archive these items as well.  Whether you work on a company network or at home, all electronic documents need to be stored, and this storage is not limitless.  Just because you can’t see doesn’t mean that it is not there.  How often do you look at how much storage that your files take up?

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So when your hard drive gets full, what do you do?  You need to go and buy more storage or another computer with a large hard drive.

How does Archiving work in Outlook?

The following instructions relate to Outlook 2010.  If you want to know how to do this in Outlook 2007 and earlier or Outlook 2013, please contact KITT Consultancy on 0800 999 5488 or email enq@kittconsultancy.co.uk.

The good thing here is that whatever your mailbox structure is the Archive will duplicate that structure in the Archive mailbox, so you don’t need to worry about where the item is.

Set up the Archive settings

Click on the File tab and then select Options as shown.

 

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Click on Advanced from the navigation pane on the left.

 

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On the right under the AutoArchive section click on the AutoArchive Settings… button.

 

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These are the settings for my AutoArchive to follow, you set the as you wish them to be.  The key thing to remember here is the location as to where the Archive is going to be stored.  In my case it is going to be on the P drive.  You also need to remember that the Archive also requires storage space so make sure that you have enough in the location.  The settings provides me with a prompt every 30 days to run the AutoArchive, so I still have control, but it is a prompt for me to carry housekeeping of my mailbox.

Once you have completed the settings, you need to run the AutoArchive for the first time.

Close the AutoArchive settings dialog box by clicking on the OK button.  Now close the Outlook Options dialog box by clicking on the OK button.

How to manually force AutoArchive

Click on the File tab and this time click on the Clean up Tools button and select Archive….

 

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The following dialog box will be displayed:

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  • Ensure that the Mailbox folder is highlighted (in my case Personal).
  • Select Archive this folder and all subfolders.
  • Select the date up to which you want archive, tick the box Include items with ‘Do not AutoArchive’ checked, if you want to include these as by default each folder is marked as such.
  • Make sure that the archive file is correct, if not Browse… to the location of the Archive file.
  • Click OK and this will carry out your instructions.

The Archive mailbox is attached to your structure, see below.

 

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Then at the period that you have set in the AutoArchive settings, you will be asked if you wish the AutoArchive to run.

 

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A message similar to that above will be displayed and in the path of the Archive file shown.
KITT Consultancy provides good quality Microsoft Office application training (including Microsoft Outlook) at your site at a very competitive rate.  Why not give us a call on 0800 999 5488 or visit our website at www.kittconsultancy.co.uk to see the range of services that we provide.
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