Archive

Archiving is the process used to remove older items from your active Outlook folders and preserve them in separate folders for later referencing.  There are a number of advantages to archiving Outlook items.  Recent items are more readily accessible by removing the older and seldom-used items; users can better manage their allotted mail quotas; and, depending upon the archive location, file storage can be reduced or reallocated.

Several types of archiving are available in Outlook 2007:  automatic archiving (AutoArchive), manual archiving, and a combination of the two.

The AutoArchive feature performs an automatic archive of Outlook folder contents based upon user-defined settings.  The settings include the frequency that the archived process runs, the storage location for archived items, and optionally, the deletion of expired items.  Archive options can be set for each folder.  The AutoArchive process  will maintain the folder and file structure for the following Outlook 2007 items:  Calendar, Deleted Items, Drafts, Inbox, Journal, Junk E-Mail, Notes, Outbox, Sent Items, and Tasks. The Contacts folder will not be included in the AutoArchive process; however, users can manually archive the contents of this folder.

AutoArchive Default Settings:

If a setting is turned on in AutoArchive, the chosen data will be archived at the listed time interval.  However, if an AutoArchive setting is turned off, the data will remain on the Exchange Server in Outlook 2007 until the user manually removes it.

Modifying the AutoArchive default settings:

1. Go to Tools and select Options.
   
2. Click on the Other tab.
   
3. Click the AutoArchive button.
   
4. The AutoArchive window will open.  Check Run AutoArchive every and put in the desired number of days.  The default is 14 days.  If you uncheck this box then AutoArchive will be disabled.
5. Check Prompt before AutoArchive runs.
6. Check your other desired settings.
   
7. Click OK.
   

Enabling or Disabling AutoArchive for specific folders:

AutoArchive can be enabled or disabled for individual items or entire folders.

1. Go to the Folder list.
2. Right click on the appropriate folder.
3. Select Properties.
   
4. The Properties window will open.  Select the AutoArchive tab.
   
5. Check Do not archive items in this folder or Archive items in this folder using the default settings.
6. Click OK.
   

Enabling and Disabling AutoArchiving for Specific Items:

1. Open the Email message in Outlook.
2. Click the Office button.
   
3. Select Properties.
   
4. The Properties window will open.
   
5. Select or deselect Do not AutoArchive this item.
6. Click OK.
   

Working with Archived Folder and Items:

Once a folder or item is archived it is stored in a specific location that can be accessed anytime for your computer.

1. View an Archive File.
2. Click File.
3. Select Open and Outlook Data File.
   
4. The Outlook Data File window will appear.
   
5. Select your archive file.
6. Click OK.
   
7. The archive folder will now appear in your Folder list.
   
8. You can view the items and folders in the Archive Folders as you would in your regular folders.

Import Archived Items:

Items can be imported from your Archive file in an active folder.  You can import your archived items into their original folder or place them in a new folder.  Archive Folders must be closed before you can import items.

1. Click on File and select Import and Export.
   
2. The Import and Export window appears.
3. Select Import from another program or file.
   
4. Click Next.
   
5. The Import a File window appears.  Select Personal Folder File (.pst).
   
6. Click Next.
   
7. The Import Personal Folders window appears.
8. Select the archive folder to import.  Select your Options.
   
9. Click Next.
   
10. The second Import Personal Folders window appears.  Select your folders and items to import.
    
11. Click Finish.
    
12. The archived items will now show in the desired location.
    

Manual Archive:

It may be necessary to manually archive individual items or folders.  A manual archive allows the user to archive before the AutoArchive runs on its given schedule.  You can perform a manual archive on one or all of your Outlook items or folders.

1. Click on File and select Archive.
   
2. The Archive window appears.
   
3. Click on Archive this folder and all subfolders:.
4. Click the folder to be archived.
5. Select the date in Archive items older than:.
   
6. Select your Archive file location.
7. Click OK.