Office of Information Technology Microsoft ® Office Outlook ® 2007 Training Manage your mailbox: Archive old messages

Archiving Basics

What’s that message all about? Don’t worry. That’s what this session will help with. And once you know the details, you just may feel more like clicking Yes (or at least feel okay with saying No).

Archive basics To start the process, you’ll click Yes. Messages are moved from your mailbox… …to the Archive Folders folder. The picture shows more detail:

Where to start Archiving? Look in: Tools under Options Click on Settings under the Auto Archive heading

Step 1: Make sure it’s on; decide how often You’ll know it’s working if you’re periodically prompted with the “Would you like to AutoArchive…” message introduced at the beginning of this session. If you don’t get those prompts, you can find out whether AutoArchive is turned on by looking in the AutoArchive dialog box.

Step 1: Make sure it’s on; decide how often If the Run AutoArchive every check box is selected, AutoArchive is on. (And if you don’t like AutoArchive, you can turn it off from here by clearing the check box.) The number of days indicates the frequency with which AutoArchive will run.

Step 2: Specify what “old” means However, you do get to control a few things. AutoArchive has several default settings. And they’re yours to change. This means that you get to specify what “old” means.

Step 2: Specify what “old” means You choose the settings for when to archive messages in the AutoArchive dialog box, using the options shown in the picture. Each time AutoArchive runs, anything that meets the “old” criterion will be sent to the Archive Folders folder.

Archive moves messages according to age That is, messages move to an Archive folder when they achieve “maturity,” as determined by the setting you specify in the AutoArchive dialog box. Maturity is based on how long a message sits around without your touching it — in other words, a message’s last modified date.

Archive moves messages according to age ForwardingReplying Replying to allCopying Editing and savingMoving

Advanced Archiving

Get fancy with Archive You don’t have to archive only at the selected time intervals; you can do it any time. And you don’t have to archive everything.

Specify exceptions You can archive different folders at different intervals — or not at all. You can set up archiving rules on a folder- by-folder basis. You can also exclude entire folders from the process. It’s your choice.

Specify exceptions After you choose these settings, AutoArchive will just happen. That’s what makes it so easy. Still, do remember to do periodic tune-ups. As you add folders, you’ll want to adjust their AutoArchive settings.

Make it happen when you want You can say, “Archive this now” by clicking Archive on the File menu. Any messages that have reached their maturity date will be archived on the spot.

Archive calendar entries or other Outlook items And just as you can customize the Archive settings for e- mail, you can customize the settings for the Calendar folder or Tasks folder. Note that when it comes to people, the rules for archiving do not apply. In Outlook, you keep track of people with Contacts, and Contacts are not archived.

Archive Manually

Archiving Manually – Drag and Drop Drag and drop the you wish to archive to the folder in which you would like to store it. You can do multiple s at one time by selecting the s using Control+click You can move all files by pressing Control+A, then dragging the files across to the folder desired.

More Information

More information If you would like more information regarding Outlook Calendaring, Archiving or other Microsoft software assistance, please visit our webpage at: Help Desk – Who’s who in Office of Information Technology (OIT) - Charlie Day, Director of Administrative Systems Tim Runion, Manager, Technical and Network Services Adam Coffey, Manager, User Services Melissa Mullinax, CIO