1. 1 of 3 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. Select Tools>Options. Click the Other tab and then click AutoArchive. The e-mail, calendar, and task items that you manage in Outlook are all stored in your mailbox on an Exchange server. As more items are added to your mailbox, your working space in Outlook can quickly become cluttered and your available Exchange server space can become full. By archiving items in Outlook, you can both save disk space and cut down on visual clutter by moving items off your Exchange server to a separate file stored locally on your computer. 1 2 Archive Outlook Items with AutoArchive AutoArchive is an Outlook feature that automatically moves your old Outlook items from your Exchange server to an archive folder on your computer. Automatically archive items with AutoArchive. Manually save and manage items in Personal Folders. Archiving Options Your items can be archived in an Outlook Personal Folder (.pst) data file. Since a.pst data file is stored either locally on your computer or on a network share, it is not subject to the size limits of an Exchange server. You can use data files to: Note Items stored in a.pst file are only available when working on the computer the file is located on. They are not available when using Microsoft Outlook Web Access (OWA) or PRC over HTTP (Remote Procedure Call over HyperText Transport Protocol) with your Exchange e-mail account. Working Offline Working offline or using Cached Exchange Mode is not the same as archiving your Outlook items. When you work offline, a copy of all the information on your Exchange server is made to a local Offline Folder file (.ost). When you reconnect to the Exchange server, any data changes are copied from the.ost file back up to the Exchange server.

2. 2 of 3 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. Check the Run AutoArchive every box and set the number of days. Check Prompt before AutoArchive runs if you wish to confirm each AutoArchive session. Under During AutoArchive: check which options you desire. If you wish to apply customized settings to each folder, right-click the folder and click Properties. Click the AutoArchive tab. Select Archive this folder using these settings:. Check which options you desire for this folder and click OK. 3 4 5 6 7 8 9 10 If you wish to apply these settings to all folders, click Apply these settings to all folders now. Click OK. To create a new Personal Folder, select File and then New, followed by Outlook Data File. In the New Outlook Data File window, select Office Outlook Personal Folders File (.pst). Give your Personal Folder file a name and a storage location and click OK. 1 2 Save and Manage Items in Personal Folders Outlook Personal Folders (.pst) are data files stored either locally on your computer or on a network share which you can move e-mail, calendar items, and tasks to. This allows you to better organize your Exchange server folder as well as keep the size down. 3

3. 3 of 3 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. Give your Personal Folder a Name that will show up in your Outlook Navigation pane. Select the Encryption Setting you wish to apply (the default is Compressible Encryption). If you wish to give your Personal Folder a Password, enter it in the appropriate boxes. Click OK. In the Navigation Pane, your new personal folder will appear at the bottom of your Folder List. You can now move items into your Personal Folder by dragging them to it. You can create additional folders within your Personal Folder for maximum organizational flexibility. 4 5 6 7 8 9 Click your Personal Folder in the Folder list. To view the Folder List, select Go>Folder List. Select any items you wish to restore to your Exchange server and drag them to the folder you wish to restore them to (Inbox, Calendar, Tasks, etc.). 1 2 Find and Restore Archived Items Should you choose to move items from your Personal Folder back to your Exchange server to make them available anywhere, follow these steps: Note If you use MyDocs (the My Documents Folder Redirection service) to back up your files on a network server, you must not store your Personal Folders in your My Documents folder of your computer. They will not be backed-up or synchronized.