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Outlook Fails to Archive ALL Items and shows Empty Folders with size

Posted on 2013-06-09
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Last Modified: 2013-09-07
I have seen the following symptoms with all combinations of the following Exchange Servers and Outlook Clients:

Exchange 2003, Exchange 2007
Outlook 2003, Outlook 2007, Outlook 2010

If I set auto archive on a series of folders or move the folders manually or use programmatic access to move items and/or folders to external PST files, some can get left behind and have to be manually copied. It's intermittent and if anything the programmatic access is the most reliable but none is failsafe.

Another example here is a Folder with a series of sub-folders after I have completed moving messages. There are no messages visible and yet overall folder size (including sub-folders) indicates 58kb spread in 6 or 7kb chunks amongst multiple sub-folders.

Sometimes when attempting a move I get a warning about unable to move due to Private Items present but then I go deeper into the folders and it works (on the same data) - uh!

This can occur when I am logged into Outlook as the owner, or as another user who then attaches to that mailbox with Full Access Privileges.
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Question by:ajmcqueen
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Expert Comment

by:John Hurst
ID: 39233404
Each folder, under Properties, Auto Archive Tab has a setting to Archive or Not Archive. Are the folders that do not Archive have the flag set Not to Archive?

... Thinkpads_User
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Author Comment

by:ajmcqueen
ID: 39251660
It's not as simple as that for two reasons:

1) Most of the emails in a folder will archive so it's not a folder setting.
2) I have ticked the "Force archive irrespective of settings" or whatever the phrase is.
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LVL 90

Expert Comment

by:John Hurst
ID: 39251676
If some emails in a folder will archive and some will not (even though they are supposed to with the given settings) then either the mail is busy (user using/reading it) or perhaps you need to use an Exchange repair on the user's mailbox. I don't know what other reason there could be.

... Thinkpads_User
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Author Comment

by:ajmcqueen
ID: 39357133
No I don't think either of those reasons apply because:

1) this happens on multiple mailboxes at any time of the night or day (out of hours).
2) I do not believe multiple mailboxes need repairing.

It is a systematic problem as far as I can see. :-(
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Accepted Solution

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ajmcqueen earned 0 total points
ID: 39392566
No resolution. Just had to manually mop-up emails and other outlook items that hadn't been automatically archived.
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Author Closing Comment

by:ajmcqueen
ID: 39472653
This has not been resolved so I have accepted my own comment to that affect.
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