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Autoarchiving in Outlook 2003

Posted on 2011-03-24
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Last Modified: 2012-05-11
Ok.  So we hit a limit in the size of the inbox in Outlook and we need to archive items. I have many folders, with categories and I add as time goes on on my regular outlook folder (non-archvive folder).  

How do we archive and keep the same folder structure, categories on the archive?

Any tips on an efficient way to view the emails that are on your regular folder and archive folder?  If you sent me a contract and I save it in a folder, and then I go into my inbox and do not see it there, then I will assume that you have not sent it to me.  Do I have to look in two places?

Thanks,
JP

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Question by:easycapital
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Expert Comment

by:loki_loki
ID: 35205227
You can set auto archiving up, which will move older items (by default, or you can set other parameters manually) into and archive '.pst' personal folder.  This will keep the same folder structure as your inbox.  You will need to look in both places for the contract, unless you know when it was sent.  Then you will know whether it has been archived or not.

One thing to be aware of is the archive folder is just a file.  The default location for the file is on the C drive of your local machine and so if you use several different computers then it will only be available on the machine that you set it up on.  It will also not be backed up, like your mailbox, so if the your computer breaks then you may lose the file and the emails in it.  Move it onto a server if you need to keep it available for use everywhere and make sure you back it up with the server.

Hope that helps a bit.
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Expert Comment

by:Alan Hardisty
ID: 35205321
If you do decide to move the archive into a server for access everywhere, DO NOT access the archive from the server - it will lead to corruption of the file and you will regret it.

If you want a backup copy, by all means keep a copy of the archive file on a server but access your local archive file only.

If you then update the archive, close outlook and then copy the updated archive to the server to keep that copy up-to-date.

Alan
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Expert Comment

by:loki_loki
ID: 35205417
Sorry Alan, but i would have to disagree with you.  I have had pst's on servers for the past 10 years and never ever had a problem.   The only corruption i have seen in my numerous environments was when the old pst format couldn't go past 1.8Gb but even that doesn't seem to be a problem now.
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LVL 76

Expert Comment

by:Alan Hardisty
ID: 35205706
You can disagree if you wish - but I have seen more corrupt PST files on servers caused by accessing them from the server than you have had hot dinners!  I have a customer with that exact problem now causing them issues.

Please also have a read of the following article:

http://www.experts-exchange.com/Software/Server_Software/Email_Servers/Exchange/A_1856-Why-you-shouldn't-use-PST-files.html
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Alan Hardisty earned 2000 total points
ID: 35205857
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Author Comment

by:easycapital
ID: 35262902
Thanks for the advice.  I am thinking of keeping the copy in my laptop, and then copying it to the server.  I need to access the file locally when I travel, so it would be better to set up that way from the beginning.

How big can the archive folder grow?

@ Loki loiki
I am not sure what you mean by archiving the inbox - does that mean that I need to make all my folders as a sub-folder of the inbox?  I just want to ensure the I maintain the same file structure.  Any video I could take a look at?

Thanks,
JP
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