MS Outlook - Local Archive Settings
We are receiving more and more reports from users hitting their space limits with their Outlook e-mail files. You are
allotted 500mb of space and if you exceed it, you will not be able to send or receive any e-mail until you get below
that 500mb limit. Deleting documents that you do not need will help, along with saving attachments from an e-mail to
a drive of your choice. File attachments take up a LARGE piece of your space allotment.
For others, archiving becomes a viable alternative. Seton Hall will be announcing an archiving system called
ArchiveOne shortly, but in the meantime you may need to archive locally. To do so, you need to check your archive
settings within Outlook.
From Outlook, click on the menu option Tools, then Options, then the Other tab, then the Auto Archive button.
The following screen appears. See the following descriptions for the settings and options that you can apply when
customizing AutoArchive.
Run AutoArchive every Choose how often you want AutoArchive to run. If you are someone who typically
receives a lot of daily e-mail or are currently near the 500mb limit, you should consider running the archive every day.
Prompt before AutoArchive runs Choose this option if you want Outlook to display a reminder message
before AutoArchive processes your Outlook items. When you see the message, you can click No to cancel
that AutoArchive session.
Delete expired items (e-mail folders only) This option is not selected by default. You can choose to have e-
mail messages deleted when their aging period has expired. The default period for your Inbox and Draft items is six
months and three months for your Sent Items.
Archive or delete old items Choose this option if you want your Outlook items archived, and then deleted
when they reach the end of the aging period. Choose additional settings to apply to both archiving and deletion.
Show archive folder in folder list Choose to have the Archive folder listed with your other working folders in
the Navigation Pane. In the main Archive folder, you can open the subfolders and view your archived items. When
viewing your archived items, you can verify that the correct items were archived, and you can also drag any items
that you need back to a working folder.
Clean out items older than Choose the default configure for when you want your items archived, in days,
weeks, or months. You can configure a period of one day up to a period of 60 months. "Clean" means to archive —
store — items. It does not mean "delete" unless you have selected that setting for the folders elsewhere.
Move old items to The archive file is a special type of data file, a Personal Folders file (.pst). The first time
AutoArchive runs, Outlook creates the archive file automatically in the following location based on your operating
system:
Windows Vista C:\Users\YourUserName\AppData\Local\Microsoft\Outlook\Archive.pst
Windows XP C:\Documents and Settings\YourUserName \Local Settings\Application
Data\Microsoft\Outlook\Archive.pst
It is recommended that you accept this folder designation because it places the .pst folder in a readily accessible
place on your hard drive. Ii makes it a lot easier to transfer this folder if you need a new hard drive or PC. You can
designate a different location by clicking the Browse button and finding the location you want.
NOTE Items archived in a custom location are not deleted unless you open the folders and delete them manually.
Permanently delete items This option immediately deletes the expired items instead of moving them to the
default location, such as another folder that you designated or the Deleted Items folder.
Apply these settings to all folders now This option applies the AutoArchive settings, including your changes,
to all of your folders.
9 Retention Policy Information This policy will be discussed when the ArchiveOne system is rolled out.
If you need assistance with archiving, please contact Bill Otskey at x2161 or Raj Bartido at x6141.