arch outlook 07

8/8/2019 Arch Outlook 07

1/6

1/30/2009

1of6

ArchivingYourMailinOutlook2007AboutArchiving

All

messages,

contact

information,

calendars

and

other

data

you

create

in

Microsoft

Outlook

2007

are

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.

AutoArchive

is

turned

on

by

default

and

runs

automatically

at

scheduled

intervals.

However,

not

every

folderisincludedinthedefaultsettings. Thetablebelowshowswhichfoldersareincludedbydefault.

DefaultAutoArchiveSettingsbyFolder

Folder DefaultSetting

Calendar On

DeletedItems On

Journal On

SentItems On

Tasks On

Drafts Off

Inbox

Off

Notes Off

Outbox Off

JunkEMail Off

Contacts N/A


2/6

1/30/2009

2of6

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. SelecttheOthertab3. ClickAutoArchive

TheAutoArchivedialogboxappears.

4. TorunAutoArchive,selectRunAutoArchiveeveryndays. Theoptionisselectedifacheckmarkappearsbeforeit.


3/6

1/30/2009

3of6

Howistheageofanitem

determinedbyOutlook?

Ageisbasedonthelastaction

associatedwithanemailorother

Outlookitem. Forexample,anemail

youreceivewouldbeagedbasedon

thedateofreceipt. However,ifyou

forwardorreplytotheemail,the

forwardorreplydateisthelastdate

associatedwiththeemailand

thereforethebasisforaging. Also,

foranymailmigratedfromtheold

mailsystems,ageisbasedonthe

migrationdate,notthedateyou

received

the

e

mail.

5. TomodifyhowoftenOutlookchecksforitemstobearchived,intheRunAutoArchiveeverytextbox,typeorusethenudgebuttonstoindicatetheappropriatenumberofdays

6. ToreceiveapromptbeforeOutlookAutoArchivesanyitems,selectPromptbeforeAutoArchiveruns. Theoptionisselectedifacheckmarkappearsbeforeit.

7. TosetOutlooktodeleteexpireditems,selectDeleteexpireditems(emailfoldersonly).Theoptionisselectedifacheckmarkappearsbeforeit.

WARNING:Theitemswillbepermanentlydeleted,notarchived.

Defaultfoldersettingsforarchivingsection

8. IntheCleanoutitemsolderthantextboxes,settheageoftheitemsyouwantarchived

9. IntheMoveolditemstotextbox,usethedefaultlocationortypethefilelocation

OR

Toselectthelocation,clickBROWSE...

OR

TosetAutoArchivetodeletetheitems,selectPermanently

deleteolditems

10.ClicktheApplythesesettingstoallfoldersnowbuttontoapplytheAutoArchivesettings,includingyourchanges,toall

ofyourfolders.(Tospecifydifferentsettingsforoneormore

folders,seeChangingIndividualFolderAutoArchive

Settings.)

CAUTION: ApplyingtheAutoArchivesettingstoallfoldersisnotrecommended. Ifyouclick

thisbutton,itispossiblethatitemswillbearchivedbeforeyouwantthemarchived. For

example,emailsinyourinboxcouldbearchivedbeforeyouhavereadthem.

11.ClickOK.12.ClickOK.


4/6

1/30/2009

4of6

ChangingIndividualFolderAutoArchiveSettings

TherearemanyAutoArchivesettingswhichcanbespecifiedatthefolderlevel,includinghowoften

AutoArchiveruns,whenitemsexpire(aging)andthelocationtowhichthearchiveissavedonyourcomputer.AutoArchivealsogivesyoutheoptiontodeleteexpireditemsinsteadofarchivingthem.

CustomizationoftheAutoArchivesettingsmustbedoneonafolderbyfolderbasis.

1. IntheFolderlist,rightclickthedesiredfolderandselectPropertiesThePropertiesdialogboxforthefolderyouselectedappears.

2. SelecttheAutoArchivetab

3. SelectArchivethisfolderusingthesesettings4. Tochangetheexpirationperiod,intheCleanoutitemsolderthantextboxes,settheageofthe

itemsyouwantarchived

5. Tochangethelocation,selectMoveolditemstoandintheMoveolditemstotextbox,typethefilelocation

OR

Toselectthelocation,clickBROWSE...

OR

TosetAutoArchivetodeletetheitems,selectPermanentlydeleteolditems

6. ClickOK.


5/6

1/30/2009

5of6

TurningOfftheAutoArchiveFeature

InOutlook2007,AutoArchiveisonbydefaultandrunsautomaticallyatscheduledintervals. However,

youcanturnAutoArchiveoffforallfoldersorforanindividualfolder.

Toturn

off

AutoArchive

for

allfolders:

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.


6/6

1/30/2009

6of6

5. UnderArchivefile,clickBrowsetospecifyanewfileorlocationifyoudonotwanttousethedefaultfileorlocation.

6. SelecttheIncludeitemswith"DonotAutoArchive"checkedcheckboxifyouwanttooverrideaprevioussettingtonotautomaticallyarchivespecificitems.

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.

arch outlook 07

Documents