Outlook 2003: Using AutoArchive

   Posted October 29, 2006 by Jimmy Selix in Microsoft Outlook

If you are like me, you probably get tons of email messages each day. Over time, it seems like your mailbox is going to explode. Fortunately, you can simply use the AutoArchive feature to archive your email messages to a separate pst file.


Outlook 2003 has a useful AutoArchive feature that most do not use. I like to archive older messages to a separate personal folder (pst). The larger your mailbox in Outlook, the slower it will load.

Here is a recipe that explains autoarchiving in Outlook.

1. Create a separate personal folder by going to File > New > Outlook Data File. Then choose the type of storage (Office Outlook Personal Folders File).

Next, choose where you want to save the pst. (I usually recommend in My Documents and create a folder “Email Backup.”)

Then give it a name. (This will be displayed in Outlook.) Choose if you want to add a password (recommended).

Once you click OK, you will see the personal folder file in your Folders.

2. Now, we need to set up the Autoarchiving feature in Outlook.
Go to Tools > Options > Other > AutoArchive.

You have several options here. They should be straightforward. Be sure to set the archive folder to the one we just created. If you want to have this setting applied throughout your mailbox, click the button.

If you do not want to have certain folders archived (tasks, calender, etc.), you can right-click on them in the Mail Folders pane, and choose Properties > AutoArchive. Just click the Do not archive items in this folder option, or if you want to use different settings, do so.

Now, you will have an inbox that is automatically organized. You can also run AutoArchive manually by going to File > Archive. Then be sure to choose the Archive all folders according to their AutoArchive settings option. Then select OK.

As an alternative, you could set up a rule to do this, too.

 

About Jimmy Selix

Jimmy Selix is an early adopter that loves to be one of the first on the block to have the latest and greatest in technology and gadgets. Another love of his is being able to share his knowledge to others seeking it. Feel free to drop any comments or questions that you may have.
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