Using AutoArchive to Archive Your E-Mail

The first time AutoArchive runs, it creates an archive file named C:\Documents and Settings\yourusername \Local Settings\Application Data\Microsoft\Outlook\Archive.pst All of your archived items are stored in that file on your hard drive.

Once you have enabled AutoArchive, you will see a folder labeled Archived Folders at the bottom of the Outlook folder list.

You can access messages in the Archive Folders the same way you access items in other Mailbox folders, by double clicking on them.

Since these folders are stored on your hard drive, they are only available when you are using the computer on which you created them. They are not available from Outlook Web Access or another computer on the network.

IMPORTANT!

If you would like a backup copy of these messages, in case of a hard drive failure, you should copy the file archive.pst to a CD periodically.* Outlook must be closed to backup this file. Do NOT back up this file to the H: drive.

Steps to Enable Archiving – selecting default settings

1. From within Outlook, click on:

Tools; Options; Other tab; AutoArchive

Check the box Run AutoArchive every nn days (you select the time period)

2. Check the box for Archive or delete old items.

3. Check Show archive folder in folder list

Set the frequency for archiving (cleaning out) older items (every so many days/weeks/months)

4. Check either Move old items to: or Permanently delete old items.

If you choose to move them, accept the default file location

5. Optionally, click Apply these settings to all folders now if you want all folders archived. We recommend you select this setting so all folders are archived.

6. Click OK. Click OK again.

7. Start the process immediately by selecting: Mailbox Cleanup from the Tools menu and then AutoArchive.

From now on, AutoArchive will then run automatically according to the schedule you selected.

* If you do not see the folder Local Settings under your username folder when you are trying to back up the file archive.pst, you can make it visible with the following steps:
From the start button select My Computer; Tools; Folder Options; View. Select the option labeled Show hidden files and folders. Click OK

Note: 14 days and 6 months are default AutoArchive settings (which you may change).

By default, only a few folders such as the Inbox are AutoArchived when you enable AutoArchive.

You must either select Apply these settings to all folders now or select the other folders that you want to archive individually. (See Archiving Other Folders below).

Archiving Other Folders or Setting Different Defaults for Selected Folders

To archive other folders (if you didn’t select Apply these settings to all folders now initially), or to change their AutoArchive settings to something other than the default settings, start in your Inbox.

Right click on a folder name

Select Properties.

Select the AutoArchive tab.

Click on one of the 2 options:

Archive items in this folder using the default settings; OK

Archive this folder using these settings:

Enter the settings you want for this folder. Click OK.

Choices for archiving individual folders.

If you select Tools; Mailbox Cleanup from any Outlook window, you can:

See the size of your mailbox

Find very old items

Find very large items

Archive immediately

(rather than wait until the time specified in the settings)

And other activities.

This information is also available on the Software Documentation section of the Computing and Technologies page of the hollinsnet- for future reference.