How to Archive email in Outlook 2010 PDF Print E-mail
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Sunday, 29 September 2013

Why need Archive?

 

Your Microsoft Outlook mailbox grows as you create and receive items. To manage the space in your mailbox or on the mail server you are using, you can move old items that are important, but rarely used, to an archive location. This storage process occurs automatically with AutoArchive, but you can customize most of the default settings.

 

 Where is the Archive file located? 

 

The archive file is a type of Outlook Data File (.pst). The first time AutoArchive runs, the archive file is automatically created. Where the file is created depends on the operating system running on your computer.

 

 Windows 7/8/10     C:\Users\YourUserName\Documents\Outlook Files\archive.pst


 How do I create an Archive file? 

 

By default Outlook 2010 does not have an Archive file, one has to be created manually. Once the file has been created, you'll need to check the AutoArchive settings to see if the default settings meet your needs.

1.     Open Outlook. 

2.     Select: File > Info > Cleanup Tools (Mailbox Cleanup).

3.     Click on Archive in the dropdown box.

4.     In the window that opens you can change the settings to Archive:  

o    All your folders and subfolders.

o    A single folder and all its subfolders.

o    Set Outlook to Archive everything before a specified date.

 

 

5.     Click OK and the Archive file will be created and attached to Outlook.

6.     The Archive process will then run using the settings you previously entered. All email received before the date you selected will be moved to the Archive file. If the email being Archived is in a folder named John Doe, it will be stored in a folder named John Doe in the Archive file. If a folder does not have email old enough to be Archived, the folder will not be created in the Archive file until it does. 

 Note: Please keep location of archive file and do not change folder name, do backup before you need restore operating system. 

 



Note: To see if the Archive process is running, look at the lower right-hand corner of the Outlook screen. 
 

 

 

How do I set Archiving to run automatically? 

 

Set what is Archived and when AutoArchive runs.

 

1.     Go to: File > Options > Advanced.

2.     Scroll down until you find AutoArchive and click on AutoArchive Settings.

3.     In the window that opens you can set the following options.  

 

 

o    Run AutoArchive every XX days.

o    Prompt before running AutoArchive.

o    Delete expired items (email folders only). (This option is off by default. Select this check box to delete messages after their aging period has passed.)

o    Archive or delete old items. (Choose this option if you want to set or change the settings that follow. If this check box is cleared, AutoArchive runs using default settings.)

o    Show archive folder in folder list.

o    Set Archive to clean out email older than XX months.

o    Move old items to.

o    Permanently delete items. (This option deletes any expired items. They are not moved and no archive copy is kept.)

o    Apply these settings to all folders now. (This option applies the AutoArchive settings, including your changes, to all folders.) 

 

 

How do I open an Archive file?

 

 In order to have the most computer resources available, it's best to leave you Archive file closed and only open it when needed.    

 

1.     Go to: File > Open > Open Outlook Data File. 

 

 

 

 2.     Select the Archive file you want to open and click OK. The Archive file will appear underneath your regular email file.

 

     

How do I restore mail back to my main folders? 

 

 

Open your Archive using the steps outlined in: How do I open an Archive file? With both your normal email file and the Archive file open you can drag and drop email between the two as you see fit. 

Last Updated ( Wednesday, 15 June 2016 )
 
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