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How to access emails that were auto archived onto a network share from the Oulook 2003 client

Hi,

We have a salesperson that does noty delete any email messages, I know, I know...
I have explained that Outlook was not designed as an archiving messaging system and that only important emails should be saved and all others deleted. However, he is scared to delete anything.
So, I would like to know if you can access the emails that were auto archived with the path pointing to a network server share that I created for this particular user.

can you open up that archive from within Outlook 2003 client just as you would if the Archived folders were residing in their default location?

Thanks,
ElliTech
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ellitech
Asked:
ellitech
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1 Solution
 
flyingskyCommented:
create a PST file, locate it on the server and archive emails into that PST file. He can open that file as long as he has access to that file.
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ellitechAuthor Commented:
Hi 'flyingsky',

In regards to the file created, it is obviously a PST file that would need to be imported into Oulook, correct?

My question was a funny one in that when you auto archive using the default settings it will create Archive Folders in your Outlook client which you are able to explore at will. I am wanting to know if there is anyway that you can access the emails contained in the PST file that was saved to the server just as you can when the Archive Folders are created when archiving using the default settings?

I hope that I am making sense in what I am asking...

ElliTech
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flyingskyCommented:
In outlook, if you go to File -> Archive, you can choose which folder(s) you want to archive, and more important to you, WHERE you want to archive to. This is where you specify the PST file on the server (map a drive on the computer first).
After that, go to Tool -> Options -> Other -> Auto Archive, specify how you want to auto archive.
After emails been archived to the PST file, you can open it as need, as long as you have access to that file.
Remember, test first as some times auto-archive may not working as expected.
Hope this helps.
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ellitechAuthor Commented:
Hi,

Yes, I understand that you can open it, but would you not have to import the PST file into the Outlook client first?

When you say that you can open it as you need, do you the same as if you archived using the default settings which creates the Archive Folders inside your Outlook client?

ElliTech
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ellitechAuthor Commented:
Do you the MEAN same as if you archived using the default settings which creates the Archive Folders inside your Outlook client?

Sorry for the typo..

ElliTech
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flyingskyCommented:
the answer to your question is yes. Opening a PST file is the same as you open the default archive file (which is actually a pst file, usually called archive.pst).
Sounds like you haven't got a chance to touch pst file. I don't know what you mean by saying "import the pst file into outlook". You can just open the pst file as of you use MS word to open a .doc file. When pst file opens in outlook, it will looks exactly like your default archive file. See the attached picture. This is a PST file with nothing in it. You can create folders (like Inbox, Sent Items, etc) in the PST file, just like you create folders in your Inbox.
Capture.JPG
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ellitechAuthor Commented:
Thanks 'flyingsky' for taking the time to respond back as you did, I know how busy you must be so again thanks...

I am going to play around a little with archiving to become more familiar, I use your advise...

ElliTech
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