 |
 |
 |
|
| |
|
| |
|
|
|
Auto-Archiving
Outlook 2000
Auto-archiving helps to keep your mailbox size under the 100 megabyte limit without discarding mail you may need.
Your Exchange mailbox grows as items are created in the same way that papers pile up on your desk. In the paper-based world, you can occasionally shuffle through your documents and store those that are important but not frequently used. Documents that are less important, such as newspapers and magazines, you can discard based on their age. You can quickly complete the same process in Outlook. You can manually transfer old items to a storage file by clicking Archive on the File menu, or you can have old items automatically transferred by using Auto-Archive. Items are considered old when they reach the age you specify. With Auto-Archive, you can either delete or move old items.
When you archive, your existing folder structure is maintained in your new archive file. In this way, an identical folder structure exists between the archive file and your mailbox. Folders are left in place after being archived, even if they are empty.
UNH Exchange administrators recommend Auto-Archive, as your mailbox is continually monitored to move older mail to your archive file. In addition, mail is deleted from the Exchange mailbox. Exporting mail to a Personal Folder does not delete it from your mailbox.
Auto-Archive is a three-step process .
Step 1:First, you turn on Auto-Archive. On the Tools menu, click Options.
| Screen 1 |  |
| Click the Other tab, and then click Auto-Archive. | |
| Screen 2 |  |
Specify how often you want Auto-Archive to check your folders. UNH Exchange administrators recommend that you name the default archive file archive.pst. If you save files to an online file server, we recommend that you choose that location. (BSC staff should enter H:\archive.pst)
|
Screen 3 |  |
Now that you have turned on the auto-archiving tool, it is time to set the Auto-Archive properties for each of the folders that you want to automatically archive.
Note: By default, the basic Outlook folders have Auto-Archiving settings already specified once you turn on the Auto-Archiving tool. You can change these later if you wish. These folders and their default aging periods are:
Inbox, Notes, Contacts, and Drafts do not have Auto-Archive activated automatically.
To set up individual Archiving settings for your folders, highlight the folder you want to Auto-Archive, right-click, select Properties, (Screen 4).
| Screen 4 |  |
| Click the Auto-Archive tab. Specify the timeframe for the items to be taken from this particular folder on the Exchange Server, and placed in its corresponding archive folder. For the path in Move old items to: enter the same path specified previously for the Auto-Archive tool, (in Screen 3). This process should be repeated for each of the folders that you would like to Auto-Archive. | |
| Screen 5 |
|
You are now done activating the Auto-Archive tool, and configuring the Auto-Archive Settings for your folders. If you checked ‘Prompt before Auto-archive’ in (Screen 3 above), you will be prompted (see below) when it is time to auto-archive. Once archiving begins, messages will appear in the lower right corner of your Outlook window.
| Screen 6 |  |
| Screen 7 | 
|
Retrieving archived items You can retrieve items from an archive file either by importing the archive file or by opening the archive file. UNH Exchange administrators recommend that you OPEN the file rather than import it. If you import the archive file, you move all the archived items back into your mailbox, into the folders from which they were archived, increasing the size of your mailbox. You can also choose to import the archived items into a new folder. If you open the archive folder, it is added to your folder list, and you can access all of your archived mail from this folder. You can also manually copy items into appropriate folders in your mailbox if you need them back there. To open your archived mail, click File, Open, Personal Files Folder (.pst), and select the file that you saved your archived mail in Screen 3.
|
| ||
|
|
| |
