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Setting up AutoArchive for Outlook

Setting up AutoArchive for Outlook
How to Set Up AutoArchive for OutLook

Setting up AutoArchive for Outlook

It seems hard to remember a time when businesses could function without emails. The average number of emails received per user within the workplace is a whopping 75, so it's easy to see how that inbox gets full so quickly. I know one of my least favourite tasks is trawling through my emails and trying to clear some space, but it is worth trying to minimise the amount of emails Outlook has to process. The more often you can do this, the faster Outlook will run and the fewer problems you will have Outlook crashing and freezing.

Luckily, Outlook has a handy built in feature which will allow you set up an automatic schedule to help clear up your mailbox. The first step is to set up the AutoArchive feature within Outlook, you can choose to either delete old items or move them. You then set up AutoArchiving at folder level, choosing which folders are to be archived and how often.

When a folder is archived it is stored as a personal folder (.pst) file. These files can then be reimported back into Outlook at a later data to give you easy access to you old items and emails.

Turn on the AutoArchive Feature

For Outlook 2010:

  • Click the File tab, and then click the Options tab on the File menu.
  • Click the Advanced tab.
  • Click AutoArchive Settings.

 

 

setting up

 

 

  • Click to select the AutoArchive Every check box, and then type a number in the Days box to specify how frequently the AutoArchive process runs.
  • If you want to be notified before the items are archived, click to select the Prompt Before AutoArchive check box.
  • In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list.
  • Click OK two times.

For Outlook 2003

  • On the Tools menu, click Options, and then click the Other tab.
  • Click AutoArchive.
  • Click to select the AutoArchive Every check box, and then specify how frequently the AutoArchive process will run by typing a number in the days box.
  • If you want to be notified before the items are archived, click to select the Prompt Before AutoArchive check box.
  • In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list.

  • Click OK two times.

 

3

 

Set up the auto archive properties of a folder e.g. a client's folder

Method 1:

  • Select the folder that you want to AutoArchive.
  • Click the Folder tab, and then click AutoArchive Settings.

Method 2:

  • Right-click the folder that you want to AutoArchive, and then click Properties.
  • Click the AutoArchive tab.
  • To set the AutoArchive properties for this folder, click to select the Clean out items older than check box.
  • To specify when the items must be automatically transferred to your archive file, type a number in the Months box.
  • To specify a file for the archived items to be transferred to, click Move old items to.
  • In the Move old items to box, type a file name for the archived items, or click Browse to select from a list, and then click OK.

For Outlook 2003

  • In the Folder List, right-click the folder that you want to AutoArchive, and then click Properties.
  • Click the AutoArchive tab.
  • To set the AutoArchive properties for this folder, click to select Clean out items older than.
  • To specify when the items must be automatically transferred to your archive file, type a number in the Months box.
  • To specify a file for the archived items to be transferred to, click Move old items to.
  • In the Move old items to box, type a file name for the archived items, or click Browse to select from a list, and then click OK.
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