AutoArchive

Backing Up or Deleting Items Using AutoArchive

By default, Outlook is set to automatically archive older items every 14 days, removing items older than 6 months to an Archive folder on your local machine. You can set options by going to Tools>Options>Other.

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The archive file is a special type of data file. The first time AutoArchive runs, Outlook creates the archive file automatically in C:\Documents and Settings\yourusername \Local Settings\Application Data\Microsoft\Outlook\Archive.pst.  If you don't see the Local Settings folder, it may be hidden.  Go to View>Folder Options and select the option to view hidden folders.

Items in Archive Folders in your Outlook Folder List appear in identical folders as in your mailbox.  The same structure exists between the archive file and your mailbox.  All folders remain in place after archiving even if empty.
 
You can access items using File>Open on the menu, manually moving or dragging items to a current folder in your main mailbox or by importing all the items from the archive file into their original folders or other folders.

Your Contacts are not affected by AutoArchive. If you archive individual folders differently, these settings override default settings.

AutoArchive is turned on by default, but you can change these settings as follows:

  1. On the Tools menu, click Options, and then click the Other tab.
  2. Click AutoArchive.
  3. Select Run AutoArchive every (number) days and indicate how often items should be archived.
  4. Select the options that you want.

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To apply the changes to all folders that currently use the default settings, click Apply these settings to all folders now. This will not override custom settings on individual folders.

Specify AutoArchive Settings for Individual Folders

  1. In the Folder List, right-click the folder.
  2. Click Properties on the shortcut menu.
  3. Select the AutoArchive tab.
  4. Indicate if you want to archive this folder and whether to use the default settings.

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You can archive to a file other than the default one by specifying a different file name in the Move old items to box.  When AutoArchive runs next, a new archive file for items in this folder is created. You also have an option to "Permanently delete old items."

Archive Manually

You can manually archive items. Just follow the steps listed below:

  1. On the File menu, click Archive.
  2. Specify whether to archive all folders using the default settings or folder settings you specified for individual folders.  To archive to a file other than the default one, specify a different file name in the Archive file box. Outlook automatically creates another archive file for items in the selected folder.

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