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Outlook Quick Tip

AutoArchiving Your Email

AutoArchive is used to manage the size of your Exchange account.  By default, each folder DOES NOT have AutoArchive turned on. You must turn it on yourself for each folder. This can be done anytime — when the folder is first created or anytime after it’s been created.

To access the AutoArchive settings for a specific folder:

1. Right-click the folder you wish to archive.
2. In the menu that appears, click Properties
3. In the Properties window, click the AutoArchive tab (shown below)

Note: Another way to get to this window from the main Outlook window is Tools / Options / Other / AutoArchive.

4. You have 3 options:
   • Do not archive (default)
   • Archive using default settings
   • Archive using these (custom) settings

   Option 1 does nothing; Option 2’s “default settings” will be explained later; but Option 3 (preferred) lets you choose the archive settings for that folder. 

5. Select Archive this folder using these settings:
6. First, decide the age of items to be archived.
7. Then decide what to do with items that meet that criterion:
   • The 1st option moves items to the default archive folder (recommended). 
   • The 2nd option moves items to a folder location you specify, which is not advisable for most users. 
   • The 3rd option obviously deletes items permanently.
8. If you have not set your AutoArchive options, you will be prompted by this window:

Setting Your AutoArchive Options

 

Setting an Expiration on a Single Message

1. To set an expiration date on a single message, right-click it and select Options.
2. You’ll see this Message Options window, where you can set a date and time for this one item to expire (SEE BELOW).

Creating a Default Archive Folder

1. Once you set AutoArchive to move items to the default archive folder, you will see this dialog box, asking if you would like to AutoArchive your old items now.

2. Click Yes to archive anything that meets your criteria and to create Archive Folders.
3. Archive Folders then shows up in your Folder List on your local computer by default, which we recommend. This diagram from Microsoft shows how Archive Folders go into the Folder List on your local computer, while your Mailbox is stored on the Exchange server.

 

5. We also recommend that you only archive on one computer. Archiving on more than one computer means trying to find archived items in 2 places, which can be confusing.
6. For further information on archiving, take a look at three training modules on Microsoft’s website at: http://office.microsoft.com/training/training.aspx?AssetID=RC010265551033.

Using Mailbox Cleanup

If your Inbox is getting too full, you can run AutoArchive at any time by clicking it in the Mailbox Cleanup dialog box (which you can get to from the Tools menu).