archive vs export inbox Outlook 2007

I need to basically get a copy of a users inbox and delete everything in it.  They will continue to use the inbox, but will not have any historical email.  I normally use the "export" to pst file feature in Outlook, however my boss told me to use "archive" because it moves the email to a pst and removes it from the email server and inbox.

 I tried doing the archive method, it made a pst, but it kept everything in the inox.  This is using Outlook 2007.  Isn't it supposed to delete everything?  

Also, I tested attaching both a export .pst and an archived pst and it looks like not all of the email is in the archived .pst, however the export is an exact copy.  Why the difference?
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JohnBusiness Consultant (Owner)Commented:
Archive moves older mail (by your settings) to a separate PST file. It does not move all mail.

If you want to empty out Outlook and start again, close Outlook, copy the PST file to a safe non-Outlook location. Then go to Control Panel, Mail and delete the Outlook Profile.

Now restart and go back to Control Panel, Mail and make a new Outlook profile, set up an account and open Outlook. It will all be new
icecom4Author Commented:
so what setting makes an archive delete everything from the inbox and server?  I see setting options for "auto archive" but that is different from manual archive.
JohnBusiness Consultant (Owner)Commented:
Archive is not meant to delete an email file. It stores old email.

To do what you want to do:

1. Copy the main PST file to a safe place if you have a main PST file. OR.
2. Export the mail to a PST file (if Exchange).

Then delete the profile and the email and start again.
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icecom4Author Commented:
If I delete the profile it will still download all the email from the cloud again.  

Perhaps export to a pst then just delete everything in the inbox?
Prabhat KumarCommented:
When you go to archive option, you will get two options there
a.  archive all folders according to their AutoArchive settings
b.  Archive this folder and all subfolders

Please select first option. It may help your concern.

Note: You can also select 2nd option and select current date in Archive items earlier than. This will  archive all items earlier from current date.
JohnBusiness Consultant (Owner)Commented:
1. Deleting the Profile deletes the account. Make a note of settings and set it up again.

2. Once exported, yes, you can delete everything in the inbox. Export ALL mail (all folders) and you can delete ALL mail.

Make sure you have the exports safe and backed up. You seem to be new to Outlook, and you do not want to lose any email.
Will SzymkowskiSenior Solution ArchitectCommented:
What version of Exchange are you running? You can do this vary easily using Powershell on the server side.

Let me know if you would like assistance.

icecom4Author Commented:
Yes, deleting profile deletes the account locally on the computer only, but it has no impact on email in the cloud. That part is not trivial to me.  You?

I have historically always used export for these purposes not archive, so my concerns are primarily around the archive feature.  Its starting to seem like it does not really do what my boss is suggesting.  I guess I will just export.
JohnBusiness Consultant (Owner)Commented:
Deleting the profile / account does not delete email. Correct. I have done this many times.

Export ALL the mail in the mail file (PST or Exchange) and delete the email in the folders (including inbox) and that will do what you want.

Restart and set Outlook up again. As I noted, I have done this many times, and as long as the physical email is safe, there is no problem.

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icecom4Author Commented:
@ John , thanks this is what I ended up doing
@ Prab, thanks, this was basically the answer to my archive questions.
JohnBusiness Consultant (Owner)Commented:
@icecom4 - You are very welcome and I was happy to help.
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