Archive in Outlook 2010

Microsoft Outlook allows individuals to archive items in order to free up space in their inbox. They are saved in Outlook data file format, or ".pst." You can either set up an automatic archive feature or manually archive emails and items regularly. This article will tell you how to archive in Outlook 2010.

Steps

Archive Outlook Manually

1. Open Microsoft Outlook 2010.
   • If you are using Microsoft Outlook on an Exchange Server account this function is most likely not available to you. Archiving is controlled by server administrators, rather than individuals.
2. Click on the "File" tab on the top horizontal bar.
3. Select "Cleanup Tools" from the options.
4. Click on the "Archive" option.
5. Select the choice to archive folders, including subfolders, in the dialog box.
6. Choose the folder you would like to save and archive in the browser window. You can archive each folder one at a time, or select the top level to archive the entire mailbox.
7. Choose a date when Outlook will decide items should be archived. All emails, calendar appointments and documents originating before this date will be archived.
   • If you want to override any items that were marked as "Do Not Archive," you can check this box now. This will override that instruction for this single manual archive.
8. Select the location of your archive file. It may be automatically saved in an Archive folder under "Outlook Files"; however, you can use the browser function to choose any location on your computer or a removable disc.
9. Press the "OK" button to archive your items.
10. Return regularly to archive your Outlook files. You will also want to backup all of your computer files regularly, including your archived Outlook items.

AutoArchive Outlook Items

1. Click the "File" tab in the top horizontal toolbar.
2. Choose the "Options" section.
3. Click "Advanced" and go to "AutoArchive Settings."
4. Choose the frequency with which you want to run AutoArchive. Type a number in the section that says "Run AutoArchive every _ days."
   • If you want to turn AutoArchive off, type a zero for the number of days.
5. Choose additional options. For example, you can choose to delete the archived messages automatically.
   • You can also choose to have AutoArchive prompt you when it is time to run. You may choose to do this if you do not want the AutoArchive to run without your knowledge.
   • Click the box to start an archive folder in your folder list. This will allow you to access archived items more quickly.
   • Decide how old the items have to be in order to be archived. You can choose this under "Clean up items older than ___ months."
   • Decide whether you want to apply these settings to all folders. Check the box, if so.
6. Select the file where you want the archived items to be stored. Use the browser to change from the default file.
7. Click "OK" to begin your AutoArchive program. It will automatically run according to the number of days you specified.
8. Change your folders' AutoArchive settings manually. Go to your list of Outlook folders on the main view of Outlook. Select and right click on that folder.
   • Click the "Properties" option in the box that appears. Select the "AutoArchive" tab. Select the new settings for this folder. Select "Ok" when you are finished.

Related Articles

• Add a PST to Outlook 2010
• Make a Shared Calendar in Outlook
• Save Your Password in Outlook 2010
• Add Approved Senders to Microsoft Outlook

Sources and Citations

• https://espace.cern.ch/MMMSERVICES-HELP/ACCESSINGYOURMAILBOX/OUTLOOK2010/OTHERFEATURES/Pages/HowToArchiveYourMailsInOutlook2010.aspx
• http://office.microsoft.com/en-us/outlook-help/automatically-move-or-delete-older-items-with-autoarchive-HA010354967.aspx?CTT=5&origin=HA010355564

See also

• Save Your Password in Outlook 2010
• Configure Outlook Express
• Organize Using Microsoft Outlook 2003
• Organize and Cleanup Outlook Express Address Book
• Add a Contact in Microsoft Office
• Mark Messages As Read when Clicked on Outlook
• Change the Reply to Address in Outlook
• Turn Off the Reading Pane in Outlook
• Delete an Email Address from Autocomplete on Outlook
• Fix Outlook Error 0x800ccc0b While Sending of Email

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