Outlook 2007 to 2016: Want to Put Tasks in Cold Storage But Moving Them They All Become Email Attachments

Hi,

Just upgraded from Office 2007 to 2016.  Have lots of tasks, over 1,000.  Need to start anew, fresh, but don't want to lose the Tasks themselves / delete them.  Just need to cut them out of the Tasks system, putting them in some sort of data file for reference.

Followed this answer.  Yet, each time I select a task to move to the Data files, they pop up as an attachment to an email.  If I select 100 to move, an email with 100 attachments pops up.  Select one to move yields  an email with that one attached.

What do you think is happening?

Thanks!

OT
oaktreesAsked:
Who is Participating?
 
JohnBusiness Consultant (Owner)Commented:
To Archive, Outlook, File, Tools, Mail Box Cleanup and then Archive.

Here is a support article for this process.

https://social.technet.microsoft.com/Forums/ie/en-US/c31b6e67-850a-42df-9199-7d6f6080140e/how-to-manually-start-autoarchive?forum=exchangesvrclientslegacy
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Bill PrewCommented:
If it were me, I would either:

  1. Create a new Tasks folder, and drag and drop them all in that new folder.  That way they aren't in the primary default Task area but are easily accessible.  Advantage to this approach (or disadvantage if you don't want it) is they will still show up in the Quick Search box of Outlook.
  2. Create a PST file, and then a Tasks folder in it, drag them into that folder, and then close the PST file.  That way they are always in the PST file if you want to refer to them, with all their Outlook attributes, but not in the Active Outlook session.  When you want to see them just open that PST temporarily.  Advantage here is opposite above, they won't be indexed and show up in searches.


»bp
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JohnBusiness Consultant (Owner)Commented:
Or turn Archiving ON.  That is what I do and it works well.
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oaktreesAuthor Commented:
Bill,

Step 2 - I've got a new PST crated, but I can't see how to create a Tasks folder.  Can create a folder.  But, is there a way to create a folder that is specifically for Tasks?

Hi John

I saw the archiving feature.  I need to keep these old tasks out of my Phone.  Once Tasks are archived I wonder if they still get synced with one's phone.

Sincerely,

OT
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oaktreesAuthor Commented:
Bill,

Step 2 - I've got a new PST crated, but I can't see how to create a Tasks folder.  Can create a folder.  But, is there a way to create a folder that is specifically for Tasks?

Hi John

I saw the archiving feature.  I need to keep these old tasks out of my Phone.  Once Tasks are archived I wonder if they still get synced with one's phone.

Sincerely,

OT
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JohnBusiness Consultant (Owner)Commented:
I use iTunes to manage Sync and archived tasks do not show up on my phone.

I hope that helps.
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Bill PrewCommented:
Switch to "Folders" view first, then when you right click the root of the PST and take New Folder... it will let you specify the type of data the folder will contain.


»bp
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oaktreesAuthor Commented:
Hi Bill,

How do I switch to "Folders" view?

Thanks, John!

Sincerely,

OT
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Bill PrewCommented:
Make sure you have the Folder Pane visible (under View tab), and at the bottom of it take the "..." and Folders.

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»bp
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oaktreesAuthor Commented:
Hi Bill & John,

Bill - got the Tasks folder created & working in the Archive I created.  

I'm in Asia - just midnight here.  Going to turn in.  Sleep on what to do vis-a-vis "drag them over" or "archive".

John, interestingly, I tried to run the Archiving on the tasks form Outlook 2016 just before I posted the question.  Clicked go on the process, but nothing happened.  Is there any trick to executing the Tasks archiving?

Thanks, gentlemen!  I'll close question from the office tomorrow.  Got another q relative to multiple PSTs if you all have time.

Thanks!

OT
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Bill PrewCommented:
I assumed a one time use case, so drag and drop seemed quick easy and simple.  But if you plan on doing this regularly then that might adjust process a bit.


»bp
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oaktreesAuthor Commented:
Hi Gentlemen,

Wow - closing before I've implemented.  Seems like Archiving will fit my needs more closely, if I can keep them out of my phone sync.  But...just hit a HUUUUUUGE bolder.  Seems like upgrading to Outlook 2016 disables...Outlook search!@ :(((  Here is a official Office webpage where it shows 1,100 people with the same problem and over 200 replies since...2015!!!  Link - https://answers.microsoft.com/en-us/msoffice/forum/msoffice_outlook-mso_win10-mso_365hp/searching-does-not-work-in-outlook-2016/8ce8a6ad-a098-4b93-aaad-c7b999bf9105?auth=1 and then here's the same issue on EE, https://www.experts-exchange.com/questions/29027707/Outlook-2016-search-not-working.html.  I may be in pretty deep yogurt here.  Only saving grace is I've got a full disk backup from the afternoon just before I installed.  I'm reindexing now after having tried a few things.  Send me all your good vibes.  I'll need 'em.
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JohnBusiness Consultant (Owner)Commented:
Thanks. With regard to Outlook Search, it affects some systems and not others. Search is working for me just fine. There are new Office 2016 updates out in the last 7 days also, so be sure to be up to date.
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oaktreesAuthor Commented:
Hi John,

Yep.  You're right.  Read that about the updates.  Sad thing was...out of the box the search wasn't working!  :((( Reindexing.  Really hope it works out.  Looks like hours of the weekend will be spent wrangling this.  Thanks again.

OT
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