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

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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

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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

• Forwarding • Replying

• Replying to all • Copying

• Editing and saving • Moving

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 email you wish to archive to the folder in which you would like to store it.

You can do multiple emails at one time by selecting the emails 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:

http://it.lr.eduHelp Desk – 828-328-7350

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