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Archiving Outlook 2007 huge .OST file.

I have a user with almost 7GB .ost file and as you can imagine when accessing e-mails is very time consuming process and on many occasions Outlook just freezes.

I want to archive some of his e-mails older than a certain date. but when I choose to archive up to a certain date the archive process does not include the inbox many sub-folders and does not even include e-mails prior to the date I have set all e-mails to be archived. Why could that be?

Can you help showing me how to correctly archive old e-mail messages in a manner that preserve their current folder structure within the original inbox.

Thanks
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Mustafa Osman
Asked:
Mustafa Osman
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1 Solution
 
John HurstBusiness Consultant (Owner)Commented:
I take it from above you know how to enable Archive and look at the settings in Advanced Outlook Options, Archive section.

So know look at the properties of each folder (any folder to start), go to the Auto Archive Tab and ensure Archive is enabled for that folder. Some folders may not be enable which is why you experience no archiving. You must check and set each folder.
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Mustafa OsmanAuthor Commented:
Sorry you confused me a little here. I want to archive the whole inbox folder which has many and I mean many (almost 40 sub-folders) so all what I do is File-Archive and then highlight the inbox, choose the date and then click ok!!!!!
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Neil RussellTechnical Development LeadCommented:
As this is an .OST file then it means all your email is on the exchange server. As you have Exchange 2010 you could just use Powershell to do the export of his email to a .PST file on the server. This would be a lot lot quicker.

Assuming Exchange 2010 SP1 or later, here is a great walkthrough of a DATE Range export to PST.

http://thoughtsofanidlemind.com/2011/10/21/date-range-exports-with-new-mailboxexportrequest/
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John HurstBusiness Consultant (Owner)Commented:
Look at the folder tree in Outlook and check any folder. Right click on the folder in the tree and select properties. Then see the Auto Archive tab that comes up. I hope I have explained this properly.
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Mustafa OsmanAuthor Commented:
When I archive e-mails does not that means taking them from the server and placing then in .pst file?
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Neil RussellTechnical Development LeadCommented:
When you have archived them yes but you are having problems. A 7Gb plus mailbox on a windows XP workstation is going to be slow and buggy. Exporting it on the server will be quick and reliable.
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Mustafa OsmanAuthor Commented:
OK great guys....can someone please (as I am really novice with this stuff) give a command line example on how to archive an inbox with its all sub-folders in powershell and then making all theses e-mail accessible to user in the same manner as they were before?
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John HurstBusiness Consultant (Owner)Commented:
I can't give you the powershell command (I let Outlook archive for me). But once archived, you can open the archive in Outlook and the archive emails are very readily available (just like your mail file).
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Neil RussellTechnical Development LeadCommented:
Making them all accessible to the user in the same manner as before is not going to improve matters.  If your user still has 7 plus  GB of emails attached then his XP workstation is going to have issues still.
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John HurstBusiness Consultant (Owner)Commented:
I can open archive files and it does not appear to hinder Outlook performance. If the main file is reduced to 1Gb or even less and archives are separate files held locally (backed up for safety), then Outlook will perform decently well. That has been my experience with Outlook.
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John HurstBusiness Consultant (Owner)Commented:
Mustafa - Thank you and I was happy to help.
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