Microsoft® Outlook archive settings
Learn about the configuration of the Auto Archive feature in Microsoft Outlook
The Auto Archive feature in Microsoft Outlook is a utility that automatically transfers the old items on the application to another storage area. The users usually transfer the old items to other areas by clicking on the archive option of the 'File' menu. But the Auto Archive feature will enable the automatic transferring depending upon the time limit specified by the user. Using the option, people can either transfer the items or can delete the data. The Outlook application can archive all kinds of items on the e-mail folders like the documents attached to the e-mails. The Auto Archive feature consists of two steps; turn on the feature and then setting the properties for each folder. The user can decide upon the matters like which all items are to be archived and the time schedule for the process. The feature starts automatically while the users launch the Microsoft Outlook application. The application will check frequently for the schedule of archiving for each folder and performs the operation automatically. The files will be moved to archive file folder or to the deleted items folder depending upon the settings.
Discussed below are some settings for customizing the Auto Archive feature in Microsoft Outlook:
- Enabling the feature
- Setting properties for folder
- Other settings
Enabling the feature
Open the Microsoft Outlook application window and select the 'Tools' menu. Then choose options from the drop down menu. Now select 'Other' tab and choose 'Auto archive' from the menu. Then select the auto archive check box and also specify the day near to the option for scheduling the auto archive feature. Also select prompt before auto archive check box, if the user wants to be notified before auto archiving the items. Also user can select the items that are to be archived from the default archived file box menu. Click 'Ok' and exit the option.
Setting properties for folder
Right click on the e-mail folder that the user wants to auto archive and select properties option. Now choose the 'Auto archive' tab and perform the actions given below. Select the 'Clean out items older than' option and specify the month on the space provided. Choose the 'Move old items to' option and type the name of the archived items. Now click 'Ok' and exit the window.
Open the Microsoft Outlook application and select options menu from the tools tab at the top of the window. Now select the 'Other' tab and then press on the 'Auto archive' button on the window. Then click on the 'Run auto archive every n days' check box and specify the schedule of the auto archiving there. The user can also change the other default settings there like the folder options, delete options, archiving files etc.
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