archive outlook when having several subfolder within inbox

I am connected to an Exchange server.  The message I get is that the exchange server is getting full so I have to clean up my inbox in Outlook client.  The way I have constructed my inbox is that I have many subfolders which contain emails for each recepient.  I will setup inbox to remove email older than 12 months.  When I setup my Archive settings, will this remove older emails in all the subfolders also or will it only touch the main inbox?
al4629740Asked:
Who is Participating?

[Product update] Infrastructure Analysis Tool is now available with Business Accounts.Learn More

x
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

JohnBusiness Consultant (Owner)Commented:
If you click on the properties of any Outlook folder and look at the Auto Archive tab, you can elect:

1. To not archive
2. To archive according to default settings
3. To archive according to specific settings for that folder.

I set all my folders up to archive according to default.

But you can set them all up individually if you wish.

So then the answer to your question is: However you set up the folders.

.... Thinkpads_User

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
al4629740Author Commented:
if I do it for the inbox, what will it archive?  All subfolders?
JohnBusiness Consultant (Owner)Commented:
No. You need to do properties for each folder. Sometime Outlook will choose the default settings by itself. But it does not always do that.

So to be certain about your settings, look through each folder. I have to do that for my Outlook in order to achieve certainty.

... Thinkpads_User
apache09Commented:
"The way I have constructed my inbox is that I have many subfolders which contain emails for each recepient."

If the bulk of you email is in these subfolders, and these folders are consuming the majority of your mailbox space....

Really the best way to address the issue is to physically move these folders into a Personal Folder or PST

Depending on your version of Outlook-

Outlook 2007 and earlier:
You can do this in Outlook by going to File>New>Outlook Data File
Choose Outlook Personal Folder File

Or from the Ribbon in Outlook 2010
Home>New Items>More Items>Outlook Data File

How to in Outlook 2007 an earlier
http://office.microsoft.com/en-001/training/manage-your-mailbox-iii-move-or-copy-messages-to-personal-folders-RZ010238639.aspx?section=3

Name your personal folder, something you would recognize if you need to search it later
ie UserNameEmails_2013, and save it locally

Then Save

Now in Outlook, at the bottom of the folder list your should see you person folder file there

For each of your subfolders in your inbox
Right Click and Choose Move
Select your Personal Folder as the new location

Outlook will now copy the folder and all of the contents to your personal folder


If you had any rules previously setup to move mail items into your Inbox Subfolders
Simply edit the Rules to move to the new location

There's a few good reason for doing it this way vs. archive:

You immediately move the mail items off the exchange, Helping to reduce space/load on the exchange

Helps you to easier manage and organize your mailbox and mail items without worrying about archiving. Especially since you can make several PSTs.
i.e.
MyEmails2013
MyEmails2014
MyEmails2015

Often you can have archive setup to archive mail items older than 6 months
However, you in the last 5 months you may have received several emails with large attachments that would be using up space in your mailbox. Using a PST eliminates this as an issue


Also using PSTs this allows you the opportunity to backup your own emails locally
You can use something like personal Folder backup, or any other 3rd party backup tool to backup your local files

http://www.microsoft.com/en-nz/download/details.aspx?id=9003 

Should anything ever happen to your PC, you can restore pretty quickly
Vs.
Should anything ever happen to the exchange server and your mailbox and its items needs to be restored its a bit more involved and can take longer depending on the exchange setup
JohnBusiness Consultant (Owner)Commented:
@al4629740 - Thank you and I was happy to help.

.... Thinkpads_User
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Outlook

From novice to tech pro — start learning today.