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Archive your mailbox

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DeGarmo 3
Telephone: (309) 438-7431
Email the COE Helpdesk

Archiving is a useful feature of Outlook that allows you to retain your e-mail for an unlimited amount of time while freeing space up on your server account. Each employee in the College of Education at ISU has a finite amount of space on the server dedicated to store their e-mail and calendar. Archiving allows you to stay within those space limits while keeping e-mail that is important.

Facts about archiving

  • Because your archive will normally be saved on your PC's hard drive, you will not be able to access your archived e-mail from multiple locations.
  • If your archive is saved on your hard drive, it may not be backed up. Be sure you put it in my Documents.
  • The limit on the size of Outlook's archive is approximately 2 GB. You may periodically need to "archive your archive" and start with a new one. For instance, you could copy your archive to a CD and begin using a new archive for the new year.
  • E-mail messages are usually small in size. Attachments add bulk to your mailbox, which causes the need to archive. If you can reduce the number of attachments in your mailbox, you will be able to reduce your dependency on archiving.

Archiving in Entourage 2004

Please email the COE Helpdesk to schedule a time to assist you with archiving your e-mail as there a no current archiving feature available. In January 2008, Microsoft Office is scheduled to release Office 2008 for the Mac. It and newer versions of Entourage may provide more archiving options to you.

Set Automatic E-mail Archiving in Outlook 2003 and 2007

  1. In Outlook, click on the Tools menu. Click Options.
  2. Click the Other tab. Click AutoArchive.
  1. Choose how often you would like to archive your e-mail by placing a check mark on Run AutoArchive every and entering the number of days.
  2. If you would like to be notified before the items are archived, select the Prompt before AutoArchive runs check box.
  3. Fill out the During AutoArchive section:
    • Uncheck Delete expired items (e-mail folders only).
    • Under Default folder settings for archiving, set the Clean out items older than to 6 months is the recommended expiration.
    • Select Move old items to. Click Browse and choose My Documents folder as the location of your archive. This will place the archive in your backup folder.
    • Click Apply these settings to all folders now button.
    • Click OK
    • If you would like additional help with the settings on this screen, click the "question mark" button, then click the option you would like help with.
  1. Click OK. Outlook is configured to automatically archive e-mail items using the schedule you set.

Configure auto archive setting for individual folders

You can set AutoArchive settings on each individual folder in your Folder List by following these steps:

  1. Right-click on a folder. Choose Properties.
  2. Click on the AutoArchive tab.
  3. Choose from 3 choices of how to archive items in the particular folder.
    • Do not archive items in this folder — will not archive any items in the specified folder.
    • Archive items in this folder using the default settings — will archive items according to the options you set in steps 1–6 above.
    • Archive this folder using these settings — set custom archive settings on that folder.

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