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Archiving outlook calendar

Posted on 2008-06-19
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Is there a way to archive old calendar items in outlook 2007? I use agendus 12 with outlook for the meetings. I know outlook has an archive function. But I would like to be able to easily access for reference old meetings, maybe on a separate calendar. I just don't want them on my current calendar because with six years worth of meetings they take awhile to sync each time with pocketmirror. Should this be done through outlook or agendus?
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Question by:nmixter
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NeilForsyth earned 2000 total points
ID: 21820493
Creating a "separate calendar" is actually one of the things the archive function of Outlook automatically does.

To archive calendar items to a PST file:

- 'File' menu -> New -> Outlook Data File... -> Type: Office Outlook Personal Folders File (.pst)
- Choose a filename, eg "archive2006.pst"
- Choose a display name, eg "2006 Archive".
- 'File' menu -> Archive...
- Select the Calendar folder and choose a date from which you want to archive older items.
- Set the archive file to the file you created earlier.

You could manually archive items by some other criteria using drag-and-drop. Best to view your current calendar in by View -> Current View -> By Category. In this view they appear as line items, similar to how email usually is viewed.

You could also use the AutoArchive feature to reguarly archive old items automatically. Setting this up is a bit more involved but easier in the long run.

To open the "separate calendar" from the PST file:
- Go to your normal calendar
- Look in the left-hand column, under the heading "My Calendars". You should see a new item called "Calendar in 2006 Archive" or something similar. This will show all your archived calendar items.
- Again, use View -> Current View -> By Category if you want to see them as a list of items instead of a  typical calendar.

If you don't look at the old items often and you want to save memory, try this:
- 'Go' menu -> Folder List
- In the folder list, look for "2006 Archive"
- Right-click it and choose "Close 2006 Archive"
- Outlook will no longer load the archive file when you start outlook every day. This saves a bit of load time and memory.
- The PST file still exists where you put it and you can open it again easily: File -> Open -> Outlook Data File...
- You can still send items to the archive while it is "Closed", you just can't view them unless the archive is opened.
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