Amal Nagm

• Some companies impose size limits on corporate e-mail accounts, which can be alleviated by archiving. By the same token, archived files often must remain accessible, in case compliance requires they be restored.
• Outlook cannot archive current or active files. For example, a recurring meeting cannot be archived unless all occurrences of the meeting are in the past. Any scheduled occurrences of the meeting in the future would denote it as a current item and so cannot be archived.

Copy all items from an archived location

1. On the File menu, click Import and Export to open the Import and Export Wizard.
2. Click Import from another program or file, and then click Next.
3. Click Personal Folder File (.pst), and then click Next. I can't find my .pst
   

   The archive file is a special type of data file, a Personal Folders file (.pst). The first time AutoArchive runs, Outlook creates the archive file automatically in the following locations: Windows Vista C:\Users\YourUserName\AppData\Local\Microsoft\Outlook\Archive.pst Microsoft Windows XP C:\Documents and Settings\YourUserName \Local Settings\Application Data\Microsoft\Outlook\Archive.pst After Outlook archives items for the first time, you can access the items in the file directly from Archive Folders in your Outlook Folder List (Folder List: Displays the folders available in your mailbox. To view subfolders, click the plus sign (+) next to the folder. If the Folder List is not visible, on the Go menu, click Folder List.), which is located in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.). You can also create your own archive files for individual folders. Note If you don't see the Local Settings or Local folders, they might be hidden. How do I display hidden folders? Windows Vista Click the Start button, and then click Control Panel. Click Appearance and Personalization. Note If you are using Control Panel Classic View, double-click Folder Options, and then go to step 4. Click Folder Options. On the View tab, under Advanced settings, under Files and Folders, under Hidden files and folders, select Show hidden files and folders. Windows XP Click the Start button, and then click Control Panel. Click Folder Options. Click the View tab, and then click the Show hidden files and folders option.

   
4. In the File to import box, change the default file name in the highlighted path from backup.pst to the name of the archive file you're importing from. Or, click Browse to locate the file you want to import from.
5. Specify how you want Outlook to handle duplicate items under Options.
6. Click Next.
7. Click the folder to import from. Select the Include subfolders check box if the folder you're importing has subfolders you want to import as well.
8. Select one of the destination options:
   • Import items into the current folder - this imports the data into the folder currently selected.
   • Import items into the same folder in - this imports the data into the destination folder of the same name as the source folder, e.g., from Inbox to Inbox.
9. Click Finish.

Move individual items from an archived location

1. On the Go menu, click the Folder List, click Archive Folders (or the name you used for the archive location).
2. Click the folder containing the items you want to move.
3. Select the items you want to move, and then drag them into their original folder in the Folder List, or into another folder.

Prevent AutoArchive from running on all folders

1. On the Tools menu, click Options, and then click the Other tab.
2. Click AutoArchive.
3. Clear the Run AutoArchive every n days check box.

Prevent AutoArchive from running on one folder

1. On the Go menu, click Folder List, right-click the folder you want to AutoArchive, and then click Properties on the shortcut menu.
2. Click the AutoArchive tab.
3. Select the Do not archive items in this folder option. Note You cannot turn AutoArchive off for Search Folders (Search Folders: Virtual folders that contain views of all e-mail items matching specific search criteria. The items remain stored in one or more Outlook folders.).
   

Cancel archiving that is in process

• In the lower-right corner of the status bar, next to the Archiving folder message, click the down arrow, and then click Cancel Archiving.

Turn AutoArchive on

1. On the Tools menu, click Options, and then click the Other tab.
2. Click AutoArchive.
3. Select the Run AutoArchive every n days check box.
4. Type or choose a number in the box for how often you want AutoArchive to run.

1. On the File menu, click Archive.
2. Select the Archive this folder and all subfolders option, and then specify a date
3. under Archive items older than.
4. Under Archive file, click Browse to specify a new file or location if you do not want to use the default file or location.
5. Select the Include items with "Do not AutoArchive" checked check box if you want to override a previous setting to not automatically archive specific items. If you choose to manually archive these items during this procedure, the items will again be subject to the Do not AutoArchive setting unless you manually override that setting again in the future.
6. Click OK.

More about storing and deleting items

• Items are stored in their archived locations unless you change one or more AutoArchive settings, choosing to have the items deleted when they expire. The items are not deleted from their archived locations, they can only automatically deleted before they are moved to their archive location. Once they are archived, they can only be deleted manually
• Choosing an option to have items deleted permanently deletes the items automatically when they expire. They are not archived. For instance, if you click Delete expired items (e-mail folders only), this option deletes all messages in all your e-mail folders, such as Inbox, Sent, or Drafts, when they reach the end of their aging periods. The messages are not archived.

• Windows Vista C:\Users\yourusername\AppData\Local\Microsoft\Outlook\Archive.pst
  
• Windows XP C:\Documents and Settings\yourusername \Local Settings\Application Data\Microsoft\Outlook\Archive.pst
  

How do I display hidden folders?

• Windows Vista
  1. In Windows, click the Start button, and then click Control Panel.
  2. Click Appearance and Personalization.
     Note If you are using Control Panel Classic View, double-click Folder Options, and then continue with step 4.
  3. Click Folder Options.
  4. On the View tab, under Advanced settings, under Files and Folders, under Hidden files and folders, select Show hidden files and folders.
• Microsoft Windows XP
  1. Click the Start button, and then click Control Panel.
  2. Click Folder Options.
     
  3. Click the View tab, and then click the Show hidden files and folders option.

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After Outlook archives items for the first time, you can access items in the file directly from Archive Folders in your Outlook Folder List (Folder List: Displays the folders available in your mailbox. To view subfolders, click the plus sign (+) next to the folder. If the Folder List is not visible, on the Go menu, click Folder List.), which is located in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.). If you want, you can have separate archive files for individual folders.

When you open Archive Folders, you'll see that Outlook maintains your existing folder structure. If there is a parent folder above the folder you chose to archive, the parent folder is created in the archive file, but items within the parent folder are not archived. 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. You work with the items the same way you work with items in your main mailbox. If you decide you want archived items moved back into your main mailbox, you can import all the items from the archive file into their original folders or into other folders you specify, or you can manually move or copy individual items.

Changing the AutoArchive settings

There are two sets of AutoArchive settings: global settings and per-folder settings. The global settings — called default settings — determine whether AutoArchive runs at all and what it does by default with the items in any Outlook folder (except Contacts, which is not affected by AutoArchive). The per-folder settings override the default settings so you can AutoArchive individual folders differently. If you don't specify AutoArchive settings for a specific folder, the folder will not be archived. Default settings and per-folder settings apply to the current mailbox only. If you want, you can also manually archive items.

Run AutoArchive every Choose how often you want AutoArchive to run. Archiving many items at the same time might slow down your computer's performance. Therefore, it is good to choose a period of time that shortens the AutoArchive process. Consider how many items that you typically receive during a given time and adjust the timeframe accordingly. Prompt before AutoArchive runs Choose this option if you want Outlook to display a reminder message before AutoArchive processes your Outlook items. When you see the message, you can click No to cancel that AutoArchive session.

Delete expired items (e-mail folders only) This option is not selected by default. You can choose to have e-mail messages deleted when their aging period has expired. The default period for your Draft and Inbox items is six months, and three months for your Sent Items, but you can change these periods using the Clean out items older than option.

Archive or delete old items You must choose this option if you want AutoArchive to delete some or all items when they expire. This option activates other options that enable you to decide which items are archived and which are deleted when they reach the end of the aging period. Then choose additional settings to apply to both archiving and deletion. Note In the AutoArchive dialog box, "folders" refers to your main Outlook feature areas, such as the Calendar folder and Task folder, and individual e-mail folders. This is because your Calendar and Task items are stored in their respective Calendar and Task folders.

Show archive folder in folder list Choose to have the Archive folder listed with your other working folders in the Navigation Pane. In the main Archive folder, you can open the subfolders and view your archived items. When viewing your archived items, you can verify that the correct items were archived, and you can also drag any items that you need back to a working folder.

Clean out items older than Choose the default setting for when you want your items archived, in days, weeks, or months. You can set a period of one day up to a period of 60 months. "Clean" means to archive — store — items. It does not mean "delete" unless you have specified that setting for the folders elsewhere.

Move old items to The default setting for this location is different for computers that are running the Microsoft Windows Vista and Windows XP operating systems. Windows Vista: C:\Users\user\AppData\Local\Microsoft\Outlook\Archive.pst. Windows XP: C:\Documents and Settings\user \Local Settings\Application Data\Microsoft\Outlook\Archive.pst. If you want to set another destination for the archived items, you can browse to and set a different location. Items will be moved to this location after their aging period. Note Items archived in a custom location will not be deleted unless you open the folders and delete them manually.

Permanently delete old items This option immediately deletes the expired items instead of moving them to the default location, another folder that you have designated, or the Deleted Items folder.

Apply these settings to all folders now This option applies the AutoArchive settings, including your changes, to all of your folders. To specify different settings for one or more folders, do not choose this option. Instead, use the instructions shown below the button that explain how to specify settings for individual folders. These instructions are also included in the following section, "Change the AutoArchive settings for an individual folder." Changes made to specific folders apply only to those folders.

Retention Policy Information In your organization, a system administrator might set retention policies that determine when and how your mailbox items are AutoArchived. You can view the policies here, but you can't change them without the appropriate permissions.

Set periods and dates used to archive items

Note In addition to the AutoArchive settings, items in your mailbox may also be subject to retention policies that your company enforces. Retention policies encourage users to retain documents and items for only a fixed period of time as defined by company policy. These policies take precedence over AutoArchive settings.

The default aging periods for folders are:

• Inbox, Calendar, Tasks, Notes, Journal, Drafts: 6 months
• Sent Items, Deleted Items: 2 months
• Outbox: 3 months
  Note Folders you create that contain the same type of items as Inbox, Calendar, Tasks, Notes, or Journal are subject to the six-month aging period, too.

The way Microsoft Outlook determines the age of an item varies based on the item type.

E-mail message The received date or the last modification date/time, whichever is later.

Calendar item The appointment, event, or meeting date or the last modification date/time, whichever is later. Recurring items are not AutoArchived.

Task The completion date or the last modification date/time. Tasks that are not marked complete are not AutoArchived. Tasks assigned to others are archived only if marked complete.

Note The last modification date/time.

Journal entry The date the journal entry was created or the last modification date/time.

Contacts Not archived