Solved

Email Archiving (MS Outlook)

Posted on 2006-10-27
6
645 Views
Last Modified: 2011-10-21
How can I archive emails in MS Outlook in a manner that makes it easy to search and retrieve individual messages?
When archiving, the program converts emails into batches of PST files. If I later want to do a search for a specific email (or sender/title), it is necessary to ‘re-establish’ the whole PST file, do the search for the specific email, then re-archive them. This is cumbersome.
As a result, I continue to hold over 10,000 emails within MS Outlook and rarely archive.
Is there a simpler way?
0
Comment
Question by:mcb_007
[X]
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
6 Comments
 
LVL 16

Accepted Solution

by:
speshalyst earned 32 total points
ID: 17819576
Hi,

You might wanna use "Lookout" an add-on to outlook
www.microsoft.com/downloads/details.aspx?FamilyID=09b835ee-16e5-4961-91b8-2200ba31ea37&DisplayLang=en

Once installed you can use it to Index ALL your PSTs, including you archived PSTs

I have several archived pst attached to my outlook  and Lookout does a neat job of pulling out emails from 2000 :)

Hope it helps you ..
0
 
LVL 1

Assisted Solution

by:rennocb
rennocb earned 31 total points
ID: 17819641
You should have Archive folders listed below your Mailbox folders in Outlook after running an archive. You can browse these folders just like your others. They are stored locally in your .pst file instead of in your Exchange mailbox on the Exchange server, but you should still be able to browse them and access individual emails without having to "re-establish" anything.
0
 

Assisted Solution

by:Chip Tanner
Chip Tanner earned 31 total points
ID: 17821772
When you archive the E-mail, it should be going to the new .pst file that you create during the archive process.  When you need information from that PST file, you simply need to open with the File/Open/Outlook Data File.  You can search for what you need then simply right click on the opened file and Close it.  There is no need to re-archive the file or re-integrate the information back into your existing current PST.

I have an archive file for each year since 2000 and this method works quite well.

Hope this helps.
0
 
LVL 6

Assisted Solution

by:Froggy_chris
Froggy_chris earned 31 total points
ID: 17827952
In matter of "robust" solution, you can look (if you have budget + company wide archiving needs) to product such Veritas(symantec) Vault.

This soft archive at the Information Store level, move the element to an archiving location (all that is server-wide) and replace the archived element by a shortcut.
Once you need the element, the software will retrieve it from the archived location and you're done.

They have also a web-search engine for the case where mailboxes are closed, or e.g. if you do not want to keep the shortcut in outlook.

Some other vendor have similar solution. Expensive, but to be considered to cover up eventual company needs

Chris
0

Featured Post

Optimizing Cloud Backup for Low Bandwidth

With cloud storage prices going down a growing number of SMBs start to use it for backup storage. Unfortunately, business data volume rarely fits the average Internet speed. This article provides an overview of main Internet speed challenges and reveals backup best practices.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

Having issues meeting security compliance criteria because of those pesky USB drives? Then I can help you! This article will explain how to disable USB Mass Storage devices in Windows Server 2008 R2.
In this article we will learn how to backup a VMware farm using Nakivo Backup & Replication. In this tutorial we will install the software on a Windows 2012 R2 Server.
This video teaches viewers how to encrypt an external drive that requires a password to read and edit the drive. All tasks are done in Disk Utility. Plug in the external drive you wish to encrypt: Make sure all previous data on the drive has been …
This tutorial will walk an individual through the process of installing the necessary services and then configuring a Windows Server 2012 system as an iSCSI target. To install the necessary roles, go to Server Manager, and select Add Roles and Featu…

734 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question