Archive Email in Outlook

Even though Your-Web-Guys does not limit the amount of space you have available for your archived emails and other data for your website, server speed and performance depends on only a certain amount of space being used for each email address.

Outlook’s Auto Archive function is set to automatically back up Deleted Items, Sent Items, and expired tasks and calendar items. But if you get hundreds of messages per day and don’t delete them or move them from your Inbox to a folder located on your local computer, you run the risk of sabotaging your account and our servers. Exceed 2GB of storage in an overstuffed Inbox and everything really starts to run slow.

Yet solving the problem is doable. we recommend that you or your IT support team follow the steps outlined below to change Auto Archive’s settings.  Please note, this is for outlook versions newer than 2010 including 2013 and 2016.  If your version of outlook is older, try visiting microsoft's help page

Archive older items automatically

  1. Click File > Options > Advanced.
  2. Under AutoArchive, click AutoArchive Settings.
  3. Click the Run AutoArchive every n days box and specify how often to run AutoArchive.  The default is fine.
  4. Choose any other options you want, such as having Outlook delete old items instead of archiving them.  For more details on these options visit this Microsoft help page
  5. Want to access your archived emails? Simple — they’re waiting for you right on the left-hand column of folders — or under the list of .pst files on your computer — with all of your other mail folders. The key? They’re no longer taking up space in your mailbox.

 

Change the AutoArchive settings for an individual folder

  1. In the Navigation Pane's folder list, right-click the folder you want to change, and click Properties.
  2. On the AutoArchive tab, choose the options you want.

 
Of course, archiving can’t cure all email diseases. If you access your mail via an Outlook Web App, any emails archived on your local computer won’t show up online — archiving them means they’re no longer hosted on the server. And a .pst file or archived folder stored on your local hard drive is still susceptible to disastrous data loss if it’s not backed up as part of your backup and disaster recovery (BDR) plan.

Also, remember that Outlook is not a real email archiving solution — this information will simply help you free up storage space within the program, NOT keep your email secure via offsite backup or searchable across years of accumulated messages.

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