Archiving Outlook Data and Keeping Your Mailbox Clean Lunch and Learn: April 5, 2005

Today’s Seminar Archiving Data Opening an Archive for Use Closing an Archive Keeping Your Mailbox Clean

Archiving Data There are two approaches to archiving data:  Automatic, based upon time (little control)  Manual, based upon you (a lot of control) For the purposes of this presentation, we’ll cover the manual process. For the automatic approach, see Tools >> Options.

Archiving Data: Step 1 Decide what you want or what the guidelines for archiving should be:  Date range?  Topic?  Contents?  Frequency?

Archiving Data: Step 2 Open your folder list. Note: You don’t have to start on the specific folder, but it’s good policy. Access the File menu and select Archive.

Archiving Data: Step 2 Choose your options:  Folder (and subfolders)  Date  File Note that all three options are very important. Click the OK button.

Archiving Data Note the new folder that has appears in your folder list. Repeat as needed within the guidelines you defined at the beginning. Consider appropriate archive file names (e.g., instead of archive.pst, try 2004.pst).

Archiving Data Rename an archive within the Folder list (not the pst file):  Right-click the archive.  Select Properties.  Click the Advanced button.  Rename the file.  Click the OK button on each of the remaining windows.

Opening an Archive for Use Go to the Inbox in your folder list. Access the File menu. Select Open >> Outlook Data File. Navigate to the proper folder and select the archive file you would like to open.

Closing an Archive Find the archive folder in your folder list. Right-Click the archive name and select Close.

Keeping Your Mailbox Clean Archive on a regular schedule. Empty your Deleted Items folder. Remove large attachments from if you have saved the files elsewhere. Send a link instead of the actual file if your target audience members all have access to the file location. Avoid using Outlook stationery (which is an attachment on every message you send).