Transcript Slide 1

Archive Outlook Items with AutoArchive
The e-mail, calendar, and task items that you manage in Outlook are all
stored in your mailbox on an Exchange server. As more items are added
to your mailbox, your working space in Outlook can quickly become
cluttered and your available Exchange server space can become full. By
archiving items in Outlook, you can both save disk space and cut down
on visual clutter by moving items off your Exchange server to a separate
file stored locally on your computer.
AutoArchive is an Outlook feature that automatically moves your old
Outlook items from your Exchange server to an archive folder on your
computer.
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Select Tools>Options.
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Click the Other tab and then click
AutoArchive.
Archiving Options
Your items can be archived in an Outlook Personal Folder (.pst) data file.
Since a .pst data file is stored either locally on your computer or on a
network share, it is not subject to the size limits of an Exchange server.
You can use data files to:
• Automatically archive items with AutoArchive.
• Manually save and manage items in Personal Folders.
Note Items stored in a .pst file are only available when working on the
computer the file is located on. They are not available when using
Microsoft Outlook Web Access (OWA) or PRC over HTTP (Remote
Procedure Call over HyperText Transport Protocol) with your Exchange
e-mail account.
Working Offline
Working offline or using Cached Exchange Mode is not the same as
archiving your Outlook items. When you work offline, a copy of all the
information on your Exchange server is made to a local Offline Folder file
(.ost). When you reconnect to the Exchange server, any data changes
are copied from the .ost file back up to the Exchange server.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Check the Run AutoArchive
every box and set the number
of days.
4
Check Prompt before
AutoArchive runs if you wish
to confirm each AutoArchive
session.
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Under During AutoArchive:
check which options you
desire.
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If you wish to apply these settings to all folders, click Apply these
settings to all folders now. Click OK.
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If you wish to apply
customized settings to each
folder, right-click the folder
and click Properties.
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Click the AutoArchive tab.
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Select Archive this folder
using these settings:.
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Save and Manage Items in Personal Folders
Outlook Personal Folders (.pst) are data files stored either locally on
your computer or on a network share which you can move e-mail,
calendar items, and tasks to. This allows you to better organize your
Exchange server folder as well as keep the size down.
1
To create a new Personal
Folder, select File and then
New, followed by Outlook
Data File.
2
In the New Outlook Data
File window, select Office
Outlook Personal Folders
File (.pst).
3
Give your Personal Folder file
a name and a storage location
and click OK.
Check which options you
desire for this folder and click
OK.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Give your Personal Folder a
Name that will show up in
your Outlook Navigation pane.
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Select the Encryption
Setting you wish to apply (the
default is Compressible
Encryption).
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If you wish to give your
Personal Folder a Password,
enter it in the appropriate
boxes.
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Click OK.
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In the Navigation Pane, your
new personal folder will appear
at the bottom of your Folder
List.
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You can now move items into
your Personal Folder by
dragging them to it. You can
create additional folders within
your Personal Folder for
maximum organizational
flexibility.
Note If you use MyDocs (the My Documents Folder Redirection service)
to back up your files on a network server, you must not store your
Personal Folders in your My Documents folder of your computer. They
will not be backed-up or synchronized.
Find and Restore Archived Items
Should you choose to move items from your Personal Folder back to
your Exchange server to make them available anywhere, follow these
steps:
1
Click your Personal Folder in
the Folder list. To view the
Folder List, select Go>Folder
List.
2
Select any items you wish to
restore to your Exchange server
and drag them to the folder you
wish to restore them to (Inbox,
Calendar, Tasks, etc.).
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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