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How to Archive Emails? |
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How to Archive Email
Outlook provides the facility of archiving old mail; that is, automatically moving it to another set of identically-named folders. As these folders are, like Personal Folders outside the exchange store, their use can help you stay below your email quota.
Setting up the archiving of mail is a two-stage process: firstly you must set up to have the mail archived, secondly you must specify, on a per-folder basis, how email from that folder is to be archived.
Note: For this process we will disable the Auto Archive because most of the time the default location is deep in the C directory becoming difficult to find, it doesn’t archive all the subfolders and it name all the archive folders the same. Becoming difficult to find your data inside each folder.
Note 2: The screenshots on this document may vary depending on the Outlook version you are running but the process is the same.
Step 1: Disabling AutoArchive
Open your Outlook. Click the top bar in Tools>Options.
Click Other tab. Click on AutoArchive…
 Clear the check box “Run AutoArchive every __ days” Everything will become gray out. Click OK and OK again.
 Step 2: Manual Archiving
Note: Before starting the archiving process remember that this will backup all your folders and subfolders, including Spam Folder, Junk Folder, Deleted Items, etc. Be sure to clean those folders if the content is not necessary. If you don’t delete the content of this folders will decrease the waiting time when doing the archiving. The file that is created after the archiving is a file with an extension pst which is limited to a capacity of 2Gb of data. If you think you have a lot of emails, do the archiving in groups like we are going to explain next.
Warning: If your file becomes more than 1Gb the file can become unstable and you won’t be able to open it or it may freeze the Outlook for a period of time until it opens. Even that Microsoft state that the maximum is 2Gb, working with the file after 1Gb is very frustrating.
Manual archiving take a few steps more than Auto Archiving but you have more control of where to save the file, how to name the file and what you want to Archive. With your Outlook open click File>Archive. Note: If you don’t see the Archive selection, click the double drop down arrow to expand the menu. The next window should open.
 ü Be sure that you select “Archive this folder and all subfolders:”
o This means that it will Archive the main folder and all the subfolders or child folders underneath.
ü Select your Mailbox – Username (where username should show your name)
o You need to select the top level or your Mailbox. This way it will archive emails, folders and subfolders, calendars, etc.
ü “Archive items older than: Date”
o Select a date you want the Outlook to archive everything you selected prior to that date. For example if you want to archive everything before December 2006, select 12/31/2006. Warning: Please be sure you don’t have a lot of data that it will grow up more than 1Gb or your file will become unstable. If you think you have too much data split the archiving in dates. For example divide the year or month in sections depending how you want to archive. If you are archiving everything older than December 31, 2006 and you know is a lot of data, start by archiving everything older than March 2006, then June 2006, September 2006 then December 2006. You have to do the same steps explained here for each group.
ü Check “Include items with Do not AutoArchive”
o By default the only folder that is setup for archiving is the Inbox folder. If you were using the AutoArchive feature this will be the only folder that will be automatically archive. If you created subfolders under Inbox or any other folder they won’t be archived. That’s why we recommend the Manual Archiving.
Step 3: Save the Archive file and give it a name
Note: This section involves knowing how to browse a network and saving the file. If you’re not comfortable doing this contact you’re Network Administrator or someone in your company that can help you.
Under “Archive file” click Browse and select the location where you want to save the file. Name the file that matches what you are archiving. For example if you are Archiving everything older than December 2006 call the file ArchiveDec2006 or similar. You may need it if you need to create more than one file.
 Note: We recommend saving the file on the server in case of a computer failure. If the server is running a daily backup your file should be safe. Now, most of the backup software do not backup a file when is in use. Meaning that if you leave your Outlook open it will be using the archive file and the backup may not be able to backup your archive file. We recommend that if you are not using Outlook, close it.
Step 4: Renaming the Archive folder for easy Access
One of the disadvantages of the Archiving process is that every time you create a new Archive job it creates a folder called Archive Folder. If you don’t rename the folder and you create different Archive Groups like 2004, 2005, 2006 or January, February, March, etc all these folders will be called Archive Folders. You need to rename the folder the right way.
After the Archiving process is finished Right Click the Archive folder you just created and click Properties for Archive Folders.
 Click Advanced…
 Confirm that you are working with the right folder by reading the path under Filename. (in case you have multiple Archive Folders). Under Name: Name the Folder to match the name of the file you created or close for easy recognition. For Example if you called the archive file ArchiveDec2006 then name the folder Archive Emails Dec 2006 (this is the name that will show up in the list inside your Outlook.
 Click OK to save the changes and OK again to close the Window.
Conclusion:
This method is very good to clean some space in your Mailbox and to get rid of the message that your Mailbox is getting full. Be aware that Microsoft Exchange is not meant to be a Email Library just a communication tool. Is a good policy and behavior not to save emails for years or with big attachments, there other ways to save that information; other than the exchange server. We hope this document helps you to accomplish the Archiving email process. If you still have questions or you think we should include more information in this document please let us know. Emails us at support@novamomentum.net |
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