Need to Archive Microsoft® Outlook 2010 Data
Do you know how to archive Outlook 2010 data?
As Outlook 2010 start to send and receive e-mails, your mailbox size will increase automatically. Hence, to manage the space in your mailbox or on the mail server you are using, you can move old items that are important. This process of archiving mails to another location can be done with AutoArchive automatically. An efficient technique to lessen the size of your Outlook Data File (.pst) or Exchange mailbox is to frequently archive older items. Unlike a usual backup in which a replica of Outlook items is made, archived items are moved to a separate Outlook Data File (.pst). Archived articles might be accessed at any time by opening the file. By default, older Outlook items are archived automatically on a regular period. Besides AutoArchive, you can also back up and archive items manually as this provides flexibility and allows you to specify exactly which folders have to be included.
Following are some tips for archiving Outlook 2010 data:
- Archive items manually
- AutoArchive automatically
Archive items manually
Initially, choose Cleanup Tools from File tab and click 'Archive Subsequently, click 'Archive this folder' and all subfolders option from the options, and then click the folder that you desire to archive. Any subfolder of the folder that you have selected will be included in this manual archive. Under Archive items older than, you may enter a date. Also keep in mind that if you want to archive only manually, you must turn off Auto Archive.
At first select 'Advanced' tab from the choice options in the File Tab where you can see AutoArchive settings. Choose that so that you can set Outlook to AutoArchive automatically after feeding the number of days set by you. You can also specify AutoArchive for a specified folder and also specify the age of e-mails to archive. At once, you have set the settings, choose the option 'Apply these settings to all folders now' in order to apply the settings globally. If you want to AutoArchive only the Inbox or any particular folder, then pick the folder or Inbox and click 'Folder' tab. This will again open up the archive settings folder as told above. Once you have finished with it, all e-mails in that particular folder will only be archived.
Outlook inbox develops in size with every day as a user receives hundreds of e-mails daily, consequently causing Outlook to operate sluggishly. Auto Archive feature of Outlook lets you to eliminate or move old e-mail messages so that the inbox remains neat and smaller in size. Personal Archive feature is available with Outlook 2010 and Exchange Server 2010 and lets you recapture the control of the organization's messaging data by eliminating the requirement for Personal Folder files (.pst). Like '.pst files', Personal Archive feature does not involve the user’s primary mailbox size. However, unlike '.pst files', the e-mail archive folders are stored online so that users can access the archived files by using Microsoft Outlook Web App or from a secondary PC by using Outlook 2010. By using either of these client applications, users can view an archive mailbox and shift or copy messages among their primary mailboxes and the archive.
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