Archive All Outlook Email for Easy Retrieval

Ever find that your Microsoft Outlook account has slowed to a crawl? Basic email functions like Ship/Receive acting a little funny? Consider checking the size of your mailbox. You might be shocked to observe but how bloated it is.

For well-nigh versions of Outlook, clicking on File > Folder > Properties > Storage — or right-clicking on whatsoever folder and selecting Properties — will brandish the full size not only of a chosen folder but also of any associated subfolders.

Outlook's Auto Annal function is fix to automatically back up Deleted Items, Sent Items, and expired tasks and calendar items. But if you lot get hundreds of messages per day and don't delete them or move them from your Inbox, you run the risk of sabotaging your business relationship. Exceed 2GB of storage in an overstuffed Inbox and Outlook really starts to run wearisome.

Yet solving the problem is achievable. CMIT Solutions recommends that you or your Information technology support squad follow the five (5) steps outlined beneath to change Automobile Archive's settings.

            one. Create a new local folder or .pst (Personal Folders) file to hold Archived Mail. Right click on the On My Calculator heading at the bottom of your folder listing and choose New Folder.  Name the folder Archived Mail or something else that'due south hands recognizable. In older versions of Outlook, you tin can select File>Archive and change the date nether Archive items older than.

2. Create a new Archiving Rule. Click on Tools > Rules, select Commutation from the On My Computer department, and click the + about the bottom of the window. Name the dominion something meaningful and recognizable, like "120 Days, Motorcar Archive."

3. Define the time limit and destination for emails eligible for archiving.Under the When a new message arrives menu, change Engagement Received (we suggest 120-180 days) then change Practice the Post-obit to a defined action similar "Move Message + Archived Mail." Click the check box for Enabled and clickOK. In older versions of Outlook, clicking Tools>Options>Other>Machine Archivebrings up a similar fix of options.

            4. Run the new rule on existing email folders. If you set a new rule that all emails over vi months onetime volition be archived, don't let aging messages received earlier that rule was implemented keep to clog up your Inbox. Select the preferred mail folder, click Messages>Rules>180 Twenty-four hour period, Auto Annal, and wait patiently while your email business relationship reorganizes itself. Remember, yous'll have to perform this role on each desired folder; also, Outlook uses "Last Modified Date" to archive, non "Received Date."

            five. Want to access your archived emails? Simple — they're waiting for you correct on the left-hand column of folders — or nether the list of .pst files on your estimator — with all of your other mail folders. The primal? They're no longer taking upwards space in your mailbox.

Of form, archiving can't cure all electronic mail diseases. If y'all admission your mail via an Outlook Spider web App, any emails archived on your local computer won't show up online — archiving them means they're no longer hosted on the Exchange server. And a .pst file or archived folder stored on your local hard drive is still susceptible to disastrous information loss if it's not backed upward as part of your fill-in and disaster recovery (BDR) plan.

Likewise, retrieve that Outlook is not a real electronic mail archiving solution — this QuickTip will simply help you free up storage space inside the plan, NOT keep your email secure via offsite backup or searchable across years of accumulated messages.

To learn more than about how CMIT Solutions can get your Outlook account back in fighting space and provide unparalleled security for your email, stay tuned for Part Two of our Email Archiving QuickTip detailing the benefits of CMIT RADAR (Rapid Archiving, Discovery, and Recovery) next week.

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Source: https://cmitsolutions.com/blog/5-steps-to-archive-emails-and-keep-outlook-running-strong/

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