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Moving & Removing Data

Given: I'm a total novice at this.

I have just had some new assignments dumped on me.
One of those is to manage our completed job folders which are stored in Public folders on our Exchange server and accessed through Outlook 2003.

Every so often I will have to spend a couple of hours copying these folders to a master folder and deleting them. [there is no "move" option within Outlook for this] Then the master folder is burned to CD/DVD for potential access later.

This is to free up hdd space.
It will be a royal pain & a time hog.
At this point I cannot address a different method for tracking, archiving & moving these files. Maybe in the future.
All the folders are in a single public "root" folder.

Since this is all done in Outlook I can't access the folders from explorer so I have to work within Outlook.

I need suggestions for automating this process.
Ideas?
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Prester John
Asked:
Prester John
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1 Solution
 
Christopher McKayCommented:
Are these email items? Calendar items? task items? mixed?
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Guy Hengel [angelIII / a3]Billing EngineerCommented:
I think you might consider this vb code to start with:

http://www.outlookcode.com/d/code/getfolder.htm

once you have the (public) folder, you can retrieve all the subfolders/messages/objects in there, and copy them to whereever needed, and delete them on the original location ...

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Prester JohnAuthor Commented:
There are mixed items in each folder.
emails mostly.
I just got this thrown at me on Friday so I will have to look on Monday to find out exactly.

I'm not a programmer by any means but I will look at that VB a little closer when I have a chance.
It may be something I can figure out how to use.
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Christopher McKayCommented:
Using VB will most likely be the easiest way to accomplish this.
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SAIonlineCommented:
You can easily automate moving the messages with a folder assistant rule.  (Very similar to Outlook rules.)  As for the age of the messages and cleaning them up, Bartender and angel are right, VB is probably the way to go.  
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Prester JohnAuthor Commented:
Thanks.
Are the folder assistant rules available within Outlook?.

BTW the folders all contain only emails...some with attachments.
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SAIonlineCommented:
The rules are available in Outlook.  I believe you must have publishing editor permissions to use the folder assistant. Right click on the folder and select properties.  There will be an Administration tab if you have the right permissions.  If not you do not have the right access.  Hope that helps.  
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Prester JohnAuthor Commented:
I will check and see.

Back tomorrow at the earliest.
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Prester JohnAuthor Commented:
I have the ability to go into Exchange Manager on the server and change my rights for folders.
I set my rights for the the root folder as publishing editor and also tried publishing author.
Neither one gives me the option to move or copy.
Those options are grayed out.

There is no Administration tab in the Exchange Manager or in Outlook 2003.
I'm going to roam around in the help files and see what I can find. I have about a half hour.  :-\
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dhsindy SparrowRetired considering supplemental income.Commented:
Have you tried using personal data folders?  We make .pst files by project and then drag and drop e-mail into the folder that pertains to that project.  You can then detach the folder from outlook and archive it with the project.  This is probably to cumbersome for you now but could be a better system in the future.
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Prester JohnAuthor Commented:
I'm not sure why we started using the Public Folder system for this except that everybody in our Excnange email system has total view of the Pulbic Folders.

I think I have a long way to go before I have a grasp of how to properly administer this ....stuff.

Heck, I still have to look at my list to see what is running on which server before I log in to one.  :-\

It now appears that I can cut/copy/delete/rename these folders from the Exchange Manager but have no ability to do anything except copy the folders at my workstation and Outlook 2003.
The other options are still grayed out.
I do not see how to implement angel's VB code within the Manager framework so that's not going to happen until I get more time.

My workstation is a slow old clunker anyway.
Maybe the fact it is running Win2K has something to do with it.
I'll find out when I declare imminent domain  and use the remaining XP box for my stuff.

Any more advice for me to consider would be good. ;-)

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dhsindy SparrowRetired considering supplemental income.Commented:
FYI - We are starting a new archive system - have not used it myself.  It is an enterprise solution by Symantec (we also have enterprise Symantec Internet Security).  I think we have a separate archive server.  The mail is put on the archive server (compressed, etc.) and has a shortcut to it.  Supposedly each user can call up any old e-mail (they are suppose to always be available) they want.

We don't have enough experience with it yet, so I hesitate to recommend it.
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Prester JohnAuthor Commented:
I understand.

We used to have Symantec Enterprise AV protection but dumped it last year because it kept dropping workstation licenses & we could never get any help.

angel> how would I go about implementing that VB script?
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itquestionsCommented:
Per M$, the only solution to export Public Folders is to use outlook's built-in import/export wizard and export the Public Folders to a pst.
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Prester JohnAuthor Commented:
Well, that may be an option.
If I can get the data out of the Exchange system and just into a pst I might have more latitude.
I will have to see if I can export the Exchange data from a workstation.

This may take a while.
There's only two of me at the moment. ;-)
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Prester JohnAuthor Commented:
Well here's the summation.

I wound up discovering that I can only really manipulate the file positions within the System [/Exchange] Manager [after a LOT of wandering around and right clicking!!!].
I never got a response from angel on how to implement VB in this environment so that's out. [but thanks anyway]

I had an "assister" in here the other day & I got enough clues to be able to accomplish what I needed.

I was able to move a load of files to a folder> export the folder to a pst file & delete the original folder from Exchange.
The kicker is to keep the data in the new pst under 1.5GB  [more or less]
The pain is that each file has to be moved one-at-a-time.
My brain still hurts.

There does not seem to be any rule(s) that will automate the process within Outlook.
The only thing available in Outlook that does anything is the Import/Export....after everything else is done....and then delete the data from Exchange.

itquestions  really provided the only clue/option that turned out to be helpful.

Thanks for the participation.


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