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Auto Archive not working due to modified date changes
It is understood that auto archive for Exchange/Outlook is based on modified date of mail messages, not the date received or sent.
I have several users who email message modified dates are changing sometimes with no apparent cause. Since the modified dates are changed to a current date or a few days older than the current date. The Auto Archive does not archive mail messages because the modified date is too current.
I found the new modified dates are Sundays one or two weeks from the current date. It appears to occur in very early morning hours on Sunday. No one is accessing the system at that time. I like to know what cause the Modified date to change.
It also does not happent to many other users.
Thanks for help.
I have several users who email message modified dates are changing sometimes with no apparent cause. Since the modified dates are changed to a current date or a few days older than the current date. The Auto Archive does not archive mail messages because the modified date is too current.
I found the new modified dates are Sundays one or two weeks from the current date. It appears to occur in very early morning hours on Sunday. No one is accessing the system at that time. I like to know what cause the Modified date to change.
It also does not happent to many other users.
Thanks for help.
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The exchange server does have complete scan scheduled. May be it is cause. But it still does not explain why the modified dates are changed only for a few users, not all users on the server.
Thanks for your help. This website is very good and worth the money.
Thanks for your help. This website is very good and worth the money.
Hi,
Thanx for the points... But i do want to help a bit more on explaining how Auto Archive works.. Here is link for starters on the subject.. Some nice reading stuff
http://www.gaparks.com/outlook_archive.htm
Am trying to find some more..
Thanx for the points... But i do want to help a bit more on explaining how Auto Archive works.. Here is link for starters on the subject.. Some nice reading stuff
http://www.gaparks.com/outlook_archive.htm
Am trying to find some more..
We have a similar situation. We upgraded to Exchange 2003 on Oct 16th 2004, and now ALL e-mails are marked with a 10/13/2004 Modified date. The effect this has is that Outlook archiving will not work properly. If, for example, you want to archive all e-mails six months old or older, we have to wait until 04/16/2005 until this will work. Meanwhile, our Outlook power user's folders grow out of sight.
This is the method we've come up with for archiving e-mail when it won't move for this (or other) reasons. This is using Outlook 2003.
Part, 1, Move to Archive
--------------------------
1) Click File, Import and Export, Export to a file, Personal folder file (.pst). Highlight the top level of the mailbox you wish to archive.
2) Click on Include subfolders, and then click the Filter button.
3) Click the Advanced tab, then the Field pulldown button. go to Date and time fields, and choose Received on or before the date you wish.
4) Repeat step 3) for the Sent field, and use the same date. Click Add to list after each selection.
5) Once the two conditions are in the search criteria box, click OK. Click Next.
6) Change the target to the archive PST file you wish the old e-mail to go to. This is typically archive.pst.
7) Click Finish. This will export all the mail older than the date you specified to the archive.pst file.
Part 2, Delete From Exchange
--------------------------
1) In Outlook, select the users top level folder for their mailbox in the left pane. Right click on this, and choose Advanced find.
2) Repeat steps 3-4 above. The purpose here is to get the same e-mail messages into the find window.
3) Once the criteria has been added (Received and Sent), click Find now. This will display all the old e-mails in the Advanced Find window.
4) Once they are all displayed, select the top message, scroll to the bottom on the list, hold down Shift, and select the last message.
5) With all the messages highlighted, press Shift-Delete to permanently delete them.
I know this sounds like a long process but once you've done it a few times, it's really pretty quick.
This is the method we've come up with for archiving e-mail when it won't move for this (or other) reasons. This is using Outlook 2003.
Part, 1, Move to Archive
--------------------------
1) Click File, Import and Export, Export to a file, Personal folder file (.pst). Highlight the top level of the mailbox you wish to archive.
2) Click on Include subfolders, and then click the Filter button.
3) Click the Advanced tab, then the Field pulldown button. go to Date and time fields, and choose Received on or before the date you wish.
4) Repeat step 3) for the Sent field, and use the same date. Click Add to list after each selection.
5) Once the two conditions are in the search criteria box, click OK. Click Next.
6) Change the target to the archive PST file you wish the old e-mail to go to. This is typically archive.pst.
7) Click Finish. This will export all the mail older than the date you specified to the archive.pst file.
Part 2, Delete From Exchange
--------------------------
1) In Outlook, select the users top level folder for their mailbox in the left pane. Right click on this, and choose Advanced find.
2) Repeat steps 3-4 above. The purpose here is to get the same e-mail messages into the find window.
3) Once the criteria has been added (Received and Sent), click Find now. This will display all the old e-mails in the Advanced Find window.
4) Once they are all displayed, select the top message, scroll to the bottom on the list, hold down Shift, and select the last message.
5) With all the messages highlighted, press Shift-Delete to permanently delete them.
I know this sounds like a long process but once you've done it a few times, it's really pretty quick.
TinsleyC:
Interesting solution. However, you did not mention the format of which the date filter field needs to be in. Microsoft has nothing on this. What did you use to make it work (e.g. - "06/30/2007" or julian date, etc.)? We cannot find a format that works.
Thank you.
Interesting solution. However, you did not mention the format of which the date filter field needs to be in. Microsoft has nothing on this. What did you use to make it work (e.g. - "06/30/2007" or julian date, etc.)? We cannot find a format that works.
Thank you.
I put the date in as you did, as in 06/30/2007. You are also choosing "on or before" as the Condition, and Received as the Field? When in Outlook, do your messages show a Recevied date of on or before 06/30/2007?
Thank you for the response. Yes to all of your questions. It still doesn't work for us. But, I just realized you mentioned before that it worked in Outlook 2003. We are on 2007 - So, I am guessing there is a difference with the date format. If we figure it out, I will post it here.
The manual archive solution worked for me as well. Its a mystery to me why these modified dates are overwritten,
we did recently do a migration for my user's company as well as export his entire mail archive to a PST. This user had 17K emails in his inbox alone and it was very fustrating that we couldn't reduce his 6GB archive with autoarchiving or even manually.
The only snare I've run into is that Outlook 2007 does not seem to have the same Advanced Find feature as Outlook 2003, and I can't seem to find-filter emails using a received/sent date.
I tried to install the Microsoft Indexing software but this came up short on giving me the right options as well.
we did recently do a migration for my user's company as well as export his entire mail archive to a PST. This user had 17K emails in his inbox alone and it was very fustrating that we couldn't reduce his 6GB archive with autoarchiving or even manually.
The only snare I've run into is that Outlook 2007 does not seem to have the same Advanced Find feature as Outlook 2003, and I can't seem to find-filter emails using a received/sent date.
I tried to install the Microsoft Indexing software but this came up short on giving me the right options as well.
Any one find a workaround to the advanced find feature not being in Outlook 2007?
I'm trying to delete the emails from exchange but can't get them into a filter view.
I'm trying to delete the emails from exchange but can't get them into a filter view.
We have the same problem occurring on both a 2007 install of Office and a 2003 install. We are assuming that Outlook is checking for the created date when running the archive function as when we scan the mailbox using the Advanced Find function, we got no hits on the created date, but we do on the received date. As an additional check we ran a created date search on or before 2006 and received results dating back to 2001. Running the same search on or before 2005 returns no results.
As such, we are using a workaround which is to use the Export function and set advanced criteria for the filter to Received On or Before <date>
Can only assume something has happened to the date structure within the mailbox as we have a working archive function in Office 2003 on another machine.
As such, we are using a workaround which is to use the Export function and set advanced criteria for the filter to Received On or Before <date>
Can only assume something has happened to the date structure within the mailbox as we have a working archive function in Office 2003 on another machine.
The Exchange aware AV product could be causing the date to be reset when it accesses the message to scan it.