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Archiving outlook emails

I use Outlook 2003

In the network user drive I have created Jan 2006.pst, Feb 2006.pst, March 2006.pst   files

in Outlook 2003, I have created the following folders :
Jan 2006, Feb 2006, March 2006

 and on the properties of each folder/autoarchive tab/ in the move old items to:  I put the path to a corresponding  PST file.

periodically I move emails from inbox to a corresponding folder, example emails that I received in January 2006 I moved them to Jan 2006 folder the same for emails of february 2006 and so on.

Initially I though when I move them from inbox to a correspondig folder they get archived in the corresponding PST file, but it doesn't.

Can you help me set it up so that it will work?

thanks



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jskfan
Asked:
jskfan
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2 Solutions
 
Robberbaron (robr)Commented:
AutoArchive only happens every 14days by default.

You can force an ArchiveNow.
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jskfanAuthor Commented:
can you show me how to do that regarding the scenario I stated above?

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Robberbaron (robr)Commented:
i knew you were going to ask.... When I want it , i cant find it. get back to you.

you can change the AutoArchive interval to 1 day if desired.
Tools / Options / Other / AutoArchive.  Run AutoArchive Every x days
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Robberbaron (robr)Commented:
File / Archive (it may be auto-hidden, show all)
Select AutoArchive according to settings or special settings as desired
Click OK.
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jskfanAuthor Commented:
<<<<<<Tools / Options / Other / AutoArchive.  Run AutoArchive Every x days>>>>>>>

is this settings for individual folders or general?
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Robberbaron (robr)Commented:
this is the Global setting.

I dont believe the timing can be changed per folder.
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jskfanAuthor Commented:
I forced the autoarchive , but I don't see any change on the size of the following files:

Jan 2006.pst, Feb 2006.pst, March 2006.pst  

I might have been doing it wrong
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jskfanAuthor Commented:
my goal is under one mailbox I can have different archives by month.
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jskfanAuthor Commented:
I am afraid you haven't understood me.

I want you to show me step by step on how to make PST archives by month.

Thank you
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Robberbaron (robr)Commented:
o...k...

It's not quite that easy.

You will have to change the default AutoArchive file at the beginning of each month.
Then set the AutoAchive items older than  ...  2 days (Have to change this too as number of days in month changes or you may not be in on 2nd of the month.)

Then AutoArchive now.   This would work for future items.



For current items,
You will have to drag back all itmes that have been moved to your current archive PST into you main mailfile.
Then you could do the above but change the number of days to 62 (for 2 months ago, assuming 31 days in each)

need to work backwards.
ie
A. set archive file to Jan06, set days to 152 or whatever it works out to. (use excel DateDiff formula on
a temp workbook)
B. set archive file to Feb06, set days to 132 or whatever it works out to. (use excel DateDiff formula on
a temp workbook)
C. set archive file to Mar06, set days to 101 or whatever it works out to. (use excel DateDiff formula on
a temp workbook)
D. set archive file to Apr06, set days to 70 or whatever it works out to. (use excel DateDiff formula on
a temp workbook)
E. set archive file to May06, set days to 39 or whatever it works out to. (use excel DateDiff formula on
a temp workbook)



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jskfanAuthor Commented:
I don't knwo what does Excel workbook has to do with outlooking archiving?

can you clarify your answer please?
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Robberbaron (robr)Commented:
Excel just has  a funtion to allow you to work out the number of days between now and say 1 April 2006, rather than count them on a calendar.
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barryreillyCommented:
simpler solution and more practical

assuming its now first wee of june and you want to archive the previous month (MAY)

choose FILE, ARCHIVE, on the archive dialog that appears select the top levle of the mailbox "Outlook today - Mailbox name"

dont use indivialual archive settings on items/folders apply to all under the radio button options

choose the 31 may 2006 from the calendar as it will archive all on or before that date then in the path box enter something similar to

C:\ARCHIVES\2006\MAY2006.PST

A
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barryreillyCommented:
.....

and repeat this each month
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jskfanAuthor Commented:
barryreilly ,

but this way, you can't archive the sent items to a sent item PST file  and the received items to a received pst file.

I have May 2006 pst file that should have the archives of all received emails during May 2006
I have May 2006 Sent pst file that should have the archives of all sent emails during May 2006.

the same for other months.

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jskfanAuthor Commented:
I guess I found a work around it.

After I create pst files example:

Jan 2006 pst, ......Mai 2006 pst

I can go to Go (in the menu bar) and click folder list, this should show a folder(Archive Folders) and all folders corresponding to pst files, Or I can go to Open Outlook Data file and this will open a folder corresponding to the pst file.

and from the folder I have in my mailbox example Mai 2006, I can select all my email from it and drag them to the Mai 2006 folder correcponding to pst files.

I tried it and it worked.

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