Full Listing

In Microsoft Outlook 2003 and 2007, what is AutoArchive, and how do I use it?
View The Full Article
AutoArchive is a feature in Outlook that moves old mail and other items to a separate personal folder .pst file on your computerand39s hard drive, or a workgroup or departmental server. By default, it will prompt you before archiving items every 14 days and and delete expired email messages from your mailbox. The Outlook folders that have AutoArchive automatically activated and their default aging periods are Calendar six months, Tasks six months, Journal six months, Sent Items two months, and Deleted Items two months. Inbox, Notes, Contacts, and Drafts do not have AutoArchive activated automatically. In addition, you can manually transfer old items to a personal folder. Outlook can archive all types of items, such as Microsoft Excel spreadsheets or Word documents, but only if these files are stored in an email folder. To manually transfer files, from the File menu, select Archive... . To set up AutoArchive and access your messages in Outlook 2003 and 2007, follow the steps below. Setting up AutoArchive 1. From the Tools menu, select Options... . 2. Click the Other tab, and then click the AutoArchive... button. 3. Select or deselect the first checkbox to enable or disable AutoArchive. To change the settings for individual folders e.g., Inbox, Calendar, Sent Items, Tasks rightclick the folder and choose Properties, and then click the AutoArchive tab. Accessing messages stored by AutoArchive To use AutoArchiving you will first need to install the Personal Folder service, and then set it up to open the appropriate .pst file. The files are stored in different paths, depending on which version of Outlook and which Windows operating system you are using. To determine the actual .pst file used, follow the instructions in the Setting up AutoArchive section above. Open an AutoArchive file 1. From the Tools menu, select Services... . 2. Select Add... , and then Personal Folders. 3. The Create/Open Personal Folders dialog box will open. Select the folder in which the archive is stored. 4. Select the file usually archive.pst and select Open. Click OK twice. You should now see a new set of Personal Folders in the Folder List. If you donand39t see the Folder List, from the View menu, select Folder List. To restore an archive: a. On the File menu, click Import and Export b. Click Import from another program or file. Click Next. c. Click Personal Folder File .pst. Click Next. d. In the File to import box, change the default file name in the path from backup.pst to the name of the archive file youand39re importing from. Click Next. e. Click the folder to import from. If you want, click Include subfolders. f. Specify how you want Outlook to handle duplicate items. g. Click Import items into the same folder and then click the folders with the same name as the folders youand39re importing from. h. Click Finish. Turn AutoArchive off: 1. On the Tools menu, click Options, and then click the Other tab. 2. Click AutoArchive. 3. Clear the Run AutoArchive every n days check box.