Activating and Setting Outlook to AutoArchive

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As you use e-mail, the size of your mailbox grows. To keep the size of your mailbox within its quota, you need another place to store older mail messages that are infrequently accessed. These older mailbox items can be moved off the server and archived onto your PC. This will decrease the size of your mailbox without the need for actually deleting items. Even after archiving these items, you will still be able to access them as frequently as before through Outlook. Setting the AutoArchive function will configure Outlook to periodically prompt you to archive older mailbox items, eliminating the need to remember to manually archive. There are two steps to configuring the AutoArchive feature in Outlook. The first is activating, or turning on, the feature. The second step is to configure each folder within your mailbox with its own AutoArchive property.

 

Activating the AutoArchive Function

Rather than manually archiving mailbox items, Outlook can be configured to automatically archive old mailbox items using its AutoArchive feature.

 

Activating the Auto Archive in Outlook 2010/2013

 

1. Click on the "File" tab to access backstage view, and then click on "Options."

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2. Once the outlook options open, click on "Advanced" and then select the "AutoArchive Settings" button.

 

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3. Once the "AutoArchive" window opens, you will notice that everything is grayed out. Check the box next to "Run AutoArchive every" and select the number of days you would like the computer to check for files to archive by using the up and down arrows.

 

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4. Ensure there is a check next to Prompt before AutoArchive runs.

 

5. Ensure there is s check next to Delete expired items(e-mail folder only).

 

6. Ensure there is a check next to Archive or delete old items.

 

7. Ensure there is a check in the white square next to Show archive folder in the folder list.

 

8. In Clean out items older than, select the number of months that suits your preference.

 

9. Select the option Move old items to:

 

10.In the Archive file:field, C:\Documents and Settings\username\My Documents\Outlook Files should be the default path to save to for a laptop or desktop. If it is not, select that path by clicking Image, and double-clicking the folders in the following order: My Documents, Outlook Files. Saving to this folder will ensure that your pst file will be included in a back up of the My Documents folder that contains all of your data files.

 

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11. Click  Image out of all windows.
 

Setting AutoArchive Properties in Outlook 2010

The second step to Auto Archive is selecting the folders you want AutoArchive. This process will need to be performed on each folder (e.g. Inbox, Sent Items, Deleted Items, etc.)

1. Right-click on  .
2. Select Properties from the shortcut menu and select  Tab.

3. Select the option Archive items in this folder using the default settings.

 

4. Click .

 

Activating the Auto Archive in Outlook 2007

 

1. Click on the Tools menu and select Options from the list.
2. Once you are in the Options  window,select the Other Tab and click 

3.Ensure there is a check next to Run AutoArchive every.

4.Select the number of days you would like the computer to check for files to archive by using the up and down arrows.

5. Ensure there is a check next to Prompt before AutoArchive.

6. Ensure there is a check next to Delete expired items (e-mail folders only).

7. Ensure there is a check next to Archive or delete old items.

8. Ensure there is a check in the white square next to Show archive folder in the folder list.

9. In Clean out items older than,  select the number of months that suits your preference. 

10.Select the option Move old items to: 

11.In the Archive file: field, C:\Documents and Settings\username\My Documents\Outlook Files  should be the default path to save to for a laptop or desktop. If it is not, select that path by clicking , and double-clicking the folders in the following order: My Documents, Outlook Files. Saving to this folder will ensure your pst file will be included in a back up of the My Documents folder that contains all of your data files.

12. Click out of all windows.

Setting AutoArchive Properties in Outlook 2007

The second step to Auto Archive is selecting the folders you want AutoArchive. This process will need to be performed on each folder (e.g. Inbox, Sent Items, Deleted Items, etc.)

1. Right-click on  .
2. Select Properties from the shortcut menu and select  Tab.

3. Select the option Archive items in this folder using the default settings.

 

4. Click .

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Details

Article ID: 610
Created
Fri 11/8/13 11:04 AM
Modified
Wed 3/9/16 1:00 PM