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| AutoArchive messages into a PST |
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Show users how to reduce e-mail folder clutter by configuring Outlook to automatically archive messages into a personal folder (PST) file, and how to store an archive copy for safekeeping. Outlook's AutoArchive process can run silently or can prompt the user to allow or cancel the archive, giving the user the ability to control whether or when the archive operation takes place.
To begin AutoArchiving, first configure the archive settings for each mail folder, as well as the AutoArchive options. To set general options, choose Tools | Options, click Other, and click AutoArchive. In the AutoArchive dialog box, set the archive frequency, enable/disable archive prompting and other settings that control the archive process.
In Outlook 2002, if the user wants to be able to search the Archive folder for old messages, choose the Show Archive Folder In Folder List option, and the archive PST will appear under its own branch in the folder list. Also, on the Outlook 2002 AutoArchive dialog box, you can choose to either move the items to a PST file or permanently delete them. If you choose the former, you must specify the path to the PST, which can be stored locally or on a network share. If you choose the latter option, Outlook deletes the messages and does not create an archived copy.
In Outlook 2000, users have the option to delete items after archiving, but Outlook doesn't offer the ability to delete instead of archiving. However, you can configure this option individually for a folder through its AutoArchive properties. To do so, open the folder list and pin it open. Right-click a folder and choose Properties, then click the AutoArchive tab. You can configure the folder to use the default settings or set custom settings for each folder as needed. Click OK to save setting changes.
If you want to archive messages immediately, without waiting for the archive period to expire, choose File | Archive. You can choose to archive all folders according to their AutoArchive settings or archive only a selected folder and its subfolders. |
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