Archiving Tips for Outlook Tip #1: Make Sure the Archive is on Your H: Drive 1. Click on the Tools menu in Outlook, then choose Options. 2. Click on the “Other” tab in the Options menu. 3. Click the “AutoArchive” button. 4. Verify the path and filename shown in space for “Move old items to:” If it says something like “C:\Documents and Settings\yourname\Local Settings\Application Data\Microsoft\Outlook\archive.pst”, then you need to change it. Proceed to step 5. 5. Click the “Browse” button next to the space for “Move old items to:”. Navigate to your H: drive and any subfolder where you’d like to store your archive file. Then click OK. The space for “Move old items to:” will fill in with the H:\ drive and subfolder (if you chose one) and the default name of the archive file (archive.pst). In the example below, this has been modified slightly by clicking in that space and changing the filename to “2007ARCHIVE.PST” Figure 1 Tip #2: Periodically Create a New Archive File 1. Click on the Tools menu in Outlook, then choose Options. 2. Click on the “Other” tab in the Options menu. 3. Click the “AutoArchive” button. 4. Near the middle of the AutoArchive configuration screen, simply change the name of your current archive file. In the example below, “H:\ARCHIVE\2006ARCHIVE.PST” was changed to “H:\ARCHIVE\2007ARCHIVE.PST”. 5. We recommend that you then click the “Apply these settings to all folders now” button. 6. Click OK and you’re done. Figure 2 Tip #3: Creating Folders to Help Organize Your Messages 1. Click on the File menu in Outlook, then New, then Folder. 2. After assigning the folder a name, click OK. 3. Remember, new folders will have not have archiving set, so you will have to tell Outlook to archive items in that folder. Here’s how: a. Right-click on the folder in the folder list (see Figure below) b. Choose Properties c. Click on the “AutoArchive” tab, then pick “Archive items in this folder using the default settings”. Click OK to finish. 4. If you want to keep things simple, consider creating a special folder in your Inbox just for quick archiving. Naming this folder with an underscore at the beginning will ensure it shows up at the top of your folder list (see Figure 3). Having a folder like this is convenient when you don’t want to decide which folder a message belongs in, but for which you recognize the need to archive. Simply drag and drop “archive-worthy” messages into this folder, and delete the rest. 5. Not all folders need to be archived. Let’s say you have subscribe to a listserv and have a rule to automatically move those messages to a folder. It would be a waste of space on your H: drive to archive all those messages. Follow the directions in Step 3 above, but at step 3C, choose “Do not archive items in this folder”. 6. Remember that each folder in your Inbox can have different archive settings – different rates of archiving and even different archive files. However, this makes things more complicated, so only make such changes if you are confident in your abilities. 7. Your “Calendar” and “Sent Items” are also considered folders, and can be archived! A C B Figure 3 Tip #4: Only Configure Auto-Archive on ONE Computer, Preferably Your Office Computer Configuring Auto-Archive on more than one computer isn’t necessary, and can lead to problems and confusion. It’s best to only configure it on your office computer, where you have a continuous and reliable network connection, and where our support staff can assist you.