ArchivingYourMailinOutlook2007

AboutArchiving
Allmessages,contactinformation,calendarsandotherdatayoucreateinMicrosoftOutlook2007are keptinyourmailboxontheExchange(FIUmail)server.Buttomanagethespaceinyourmailbox,you needtostoreitemsyoudontneedbutdontwanttodelete.Outlookprovidesanarchivefunctionthat handlesthisstorageprocessbymovingitems,basedontheirage,toanarchivelocation,anOutlook PersonalFoldersfile(.pst).ThisisadatafilethatstoresyourarchivedmessagesandotherOutlook itemsonyourcomputer.YourarchivefoldersarealwaysavailabletoyoufromwithinOutlook2007.In addition,youcanrestoreanyarchiveditemtoitsoriginalfolderifyouwish. Therearetwooptionsforarchivingyourmessagesandotheritems: YoucanhaveOutlookarchiveautomatically,usingtheAutoArchivefeature. Youcanarchivemanuallyifyouwish.

Belowareinstructionsforeachoption.

ChangingtheDefaultAutoArchiveSettings
DefaultFolderSettings AutoArchivemovesitemsfromtheiroriginallocationtoanarchivefilefolderwhentheyexpire,thatis, whentheypasstheiragingperiod.ThedefaultagingperiodusedbyAutoArchiveissixmonths. AutoArchiveisturnedonbydefaultandrunsautomaticallyatscheduledintervals.However,notevery folderisincludedinthedefaultsettings.Thetablebelowshowswhichfoldersareincludedbydefault. DefaultAutoArchiveSettingsbyFolder Folder Calendar DeletedItems Journal SentItems Tasks Drafts Inbox Notes Outbox JunkEMail Contacts 1/30/2009 1of6 DefaultSetting On On On On On Off Off Off Off Off N/A

 NotethatyourContactsfolderhasnoAutoArchivesetting.Contactsarealwaysactiveandneverexpire. DefaultAutoArchiveSettings ThedefaultAutoArchivesettingsdeterminewhetherAutoArchivingwillbeperformed,howoftenitwill beperformed,andwherethearchivefilewillbelocated. YoumaywanttomodifyOutlook'sdefaultAutoArchivesettingstosuityourpreferences.Settingsthat arecheckedareturnedon.Ifasettingisturnedon,datawillbearchivedonthetimetablelistedandto thelocationspecified.Ifthesettingisturnedoff,thedataremainactiveinOutlook. Defaultsettingsaffectfolderswhichdonothavecustomizedarchivesettings.(Tocustomizearchive settingsforaspecificfolder,seeCustomizingArchiveSettingsbelow.) 1. FromtheToolsmenu,selectOptions... TheOptionsdialogboxappears. 2. SelecttheOthertab 3. ClickAutoArchive TheAutoArchivedialogboxappears.

4. TorunAutoArchive,selectRunAutoArchiveeveryndays.Theoptionisselectedifacheckmark appearsbeforeit.

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 5. TomodifyhowoftenOutlookchecksforitemstobearchived,intheRunAutoArchiveeverytext box,typeorusethenudgebuttonstoindicatetheappropriatenumberofdays 6. ToreceiveapromptbeforeOutlookAutoArchivesanyitems,selectPromptbeforeAutoArchive runs.Theoptionisselectedifacheckmarkappearsbeforeit. 7. TosetOutlooktodeleteexpireditems,selectDeleteexpireditems(emailfoldersonly). Theoptionisselectedifacheckmarkappearsbeforeit. WARNING:Theitemswillbepermanentlydeleted,notarchived. Defaultfoldersettingsforarchivingsection 8. IntheCleanoutitemsolderthantextboxes,settheageof theitemsyouwantarchived 9. IntheMoveolditemstotextbox,usethedefaultlocationor typethefilelocation OR Toselectthelocation,clickBROWSE... OR TosetAutoArchivetodeletetheitems,selectPermanently deleteolditems 10. ClicktheApplythesesettingstoallfoldersnowbuttonto applytheAutoArchivesettings,includingyourchanges,toall ofyourfolders.(Tospecifydifferentsettingsforoneormore folders,seeChangingIndividualFolderAutoArchive Settings.)

Howistheageofanitem determinedbyOutlook?
Ageisbasedonthelastaction associatedwithanemailorother Outlookitem.Forexample,anemail youreceivewouldbeagedbasedon thedateofreceipt.However,ifyou forwardorreplytotheemail,the forwardorreplydateisthelastdate associatedwiththeemailand thereforethebasisforaging.Also, foranymailmigratedfromtheold mailsystems,ageisbasedonthe migrationdate,notthedateyou receivedtheemail.

CAUTION:ApplyingtheAutoArchivesettingstoallfoldersisnotrecommended.Ifyouclick thisbutton,itispossiblethatitemswillbearchivedbeforeyouwantthemarchived.For example,emailsinyourinboxcouldbearchivedbeforeyouhavereadthem. 11. ClickOK. 12. ClickOK.

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ChangingIndividualFolderAutoArchiveSettings
TherearemanyAutoArchivesettingswhichcanbespecifiedatthefolderlevel,includinghowoften AutoArchiveruns,whenitemsexpire(aging)andthelocationtowhichthearchiveissavedonyour computer.AutoArchivealsogivesyoutheoptiontodeleteexpireditemsinsteadofarchivingthem. CustomizationoftheAutoArchivesettingsmustbedoneonafolderbyfolderbasis. 1. IntheFolderlist,rightclickthedesiredfolderandselectProperties ThePropertiesdialogboxforthefolderyouselectedappears. 2. SelecttheAutoArchivetab

3. SelectArchivethisfolderusingthesesettings 4. Tochangetheexpirationperiod,intheCleanoutitemsolderthantextboxes,settheageofthe itemsyouwantarchived 5. Tochangethelocation,selectMoveolditemstoandintheMoveolditemstotextbox,type thefilelocation OR Toselectthelocation,clickBROWSE... OR TosetAutoArchivetodeletetheitems,selectPermanentlydeleteolditems 6. ClickOK.

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TurningOfftheAutoArchiveFeature
InOutlook2007,AutoArchiveisonbydefaultandrunsautomaticallyatscheduledintervals.However, youcanturnAutoArchiveoffforallfoldersorforanindividualfolder. ToturnoffAutoArchiveforallfolders: 1. FromtheToolsmenu,selectOptions,andthenclicktheOthertab. 2. ClickAutoArchive. 3. CleartheRunAutoArchiveeveryndayscheckbox. ToturnoffAutoArchiveforasinglefolder: 1. OntheGomenu,clickFolderList,rightclickthefolderyouwanttoAutoArchive,andthenclick Propertiesontheshortcutmenu. 2. ClicktheAutoArchivetab. 3. SelecttheDonotarchiveitemsinthisfolderoption.

ArchivingYourMailManually
AsanalternativetotheAutoArchivefeature,youcanarchivemanuallyinOutlook2007. 1. Navigatetothefolderyouwishtoarchive(Mailbox,Inbox,etc.) 2. FromtheFilemenu,selectArchive. 3. SelecttheArchivethisfolderandallsubfoldersoption

4. SpecifyadateunderArchiveitemsolderthan. 1/30/2009 5of6

 5. UnderArchivefile,clickBrowsetospecifyanewfileorlocationifyoudonotwanttousethe defaultfileorlocation. 6. SelecttheIncludeitemswith"DonotAutoArchive"checkedcheckboxifyouwanttooverridea previoussettingtonotautomaticallyarchivespecificitems. NOTE:AnyitemsthatyouchoosetooverridewillcontinuetobesubjecttotheDonot AutoArchivesettingafteryoumanuallyarchive.(Youcanmanuallyoverridethatsettingagain inthefuture.)

FindingandMovingArchivedMail
Thefirsttimeyouarchivemail,OutlookcreatesasetofArchiveFoldersatthebottomofyourMail foldersintheNavigationPane.Youcanaccessyourarchivedmailfromthesefoldersatanytime. 1. ClickArchiveFoldersintheNavigationPane. 2. Clickthefoldercontainingtheitemsyouwanttoviewormove. 3. Tomovearchivedmailintoanactivemailfolder,selecttheitemsyouwanttomove,andthen dragthemintotheiroriginalfolderintheFolderList,orintoanotherfolder. REMINDER:RememberthatyourregularmailfoldersarelocatedinyourmailboxontheFIUMailServer. Yourarchivefoldersarelocatedonyourcomputer.Therefore,youdonthaveaccesstoarchivedmail fromOutlookWebAccess.Youcanonlyarchive,andaccessyourarchivefolders,fromyourmachine.

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