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SELF HELP GUIDES > PC > E-Mail Setup > Archiving Old Mail IS&T

ARCHIVING OLD EMAIL

In Microsoft Outlook an "Archive Folder" is a local copy of some of your mail that is easily accessible. Generally an archive folder consists of old mail, mail that will only need to be accessed on an occasional basis and is not necessarily pertinent to current business. The difference between "mailbox mail" and "archive mail" is that mailbox mail is stored on the server and is accessible from the web. Archive mail is kept locally on your hard drive and is ONLY accessible from the computer on which you make the archive folder.

Creating an archive folder is quite easy. Just follow this simple procedure:

STEP 1:

In Outlook, select the "Tools" menu and the "Options..." button. This option will let you configure many aspects of Outlook including your Auto-Archive settings. Auto-Archive is the process outlook uses to automatically move old mail into your archive folder.

STEP 2:

In the Options window, select the "Other" tab.

From the Other tab, select the "AutoArchive..." button.

STEP 3:

In the AutoArchive window, select the "Apply these settings to all folders now" button. This option will enforce your auto archive rules on all the folders in your mailbox, including any subfolders that you have created.

STEP 4:

Click "OK" to exit the options windows.

In Outlook, go to the "Tools" menu and select the "Mailbox Cleanup..." button. Mailbox cleanup is a process that Outlook uses to keep your mailbox clean of unused, old and deleted emails.

STEP 5:

In the "Mailbox Cleanup" window, select the "AutoArchive" button. Clicking this button will move old items to the archive file on your computer. You can find any items that are moved by choosing "Archive Folders" under the "Folder List" section of Outlook.


This process may take several minutes, depending on the amount of mail you need to archive. When the AutoArchive process is complete, click close and OK to exit the Mailbox Cleanup Wizard.

Now we have archived your mail! This will result in a significant performance in your email, as you have fewer emails to go through on the server. Your archived email will be available to you on the computer you created the archive folder on.

NOTE: EMAIL THAT IS ARCHIVED WILL NOT BE ACCESSIBLE FROM THE WEB USING OUTLOOK WEB ACCESS OR OUTLOOK MOBILE ACCESS!
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