5 Steps to Archive Emails and Keep Outlook Running Strong
Ever notice how your Microsoft Outlook account is slowing down? Basic email functions such as Send/Receive are acting strangely. You might want to check the size of your mailbox. It might surprise you to see how large it is.
Most versions of Outlook allow you to view the total size of your selected folder as well as any subfolders by clicking File > Folder > Property > Storage.
Outlook’s Auto Archive function automatically backs up Deleted Items and Sent Items as well as expired tasks and calendar items. If you receive hundreds of messages each day and do not delete or move them from your Inbox regularly, your account could be compromised. Outlook will slow down if you have more than 2GB of storage in your Inbox.
But it is possible to solve the problem. CMIT Solutions recommends you and your IT support team take the following five steps to modify Auto Archive’s settings.
1. To store Archived Mail, create a new folder (or.pst). Right, click on ComputerStart at the bottom of your folders list and select New FolderName the folder. Name the folder archive MailOr something else that is easily identifiable. You can choose an older version of Outlook.ArchiveChange the date belowArchive items older than.
2. Create a new Archiving rule click here Click hereTools>RulesSelectExchangeFrom their ComputerClick the + at the bottom of your window. Give the rule a meaningful name that is easily recognizable. For example, “120 Days, Auto Archive.”
3. Set the destination and time limit for email archiving. The following are the guidelines new message arrives men, changesDate received recommend 120-180 days for this, and then you can change. Follow these steps a clearly defined action such as “Move Message + Archive Mail“Click the checkbox to confirmEnabledClick here. Clicking is possible in older Outlook versions.Tools>Options>Other>Auto ArchiveSimilar options are available.
4. 4. Run the new rule in existing email folders. You can set a new rule to archive all emails older than six months. This will ensure that you don’t allow aging messages that were sent before the rule was put in place to continue clogging up your Inbox. Click on the mail folder you prefer, and then clickMessages>Rules>Auto Archive, 180 DaysWait patiently as your email account organizes itself. This function will be performed on each folder. Outlook also uses the “Last Modified Date”, not the “Received Date” method to archive.
5. You want to see your archived email? They’re there for you in the left-hand column of files, or under the list.pst files. What’s the key? They don’t take up any space in your mailbox.
Archiving cannot cure all email ailments. Outlook Web App will not allow you to access any email archived on your computer. Archiving means that they are no longer hosted on the Exchange server. If your backup and disaster recovery plan doesn’t include a backup of the.pst file or an archived folder on your local computer, it is still vulnerable to data loss.
Remember that Outlook is not an email archiving tool. This QuickTip will help you to free up space in Outlook, but it will NOT protect your email via offsite backups or make it searchable over years of accumulated messages.
CMIT Solutions can help get your Outlook account in fighting space again and provide unmatched security for your emails. Stay tuned for Part Two next week of our Email Archiving QuickTip, which details the benefits of CMIT Radar (Rapid Archiving Discovery and Recovery).