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Archiving Outlook Data and Keeping Your Mailbox Clean

Archiving Outlook Data and Keeping Your Mailbox Clean. Lunch and Learn: April 5, 2005. Today’s Seminar. Archiving Data Opening an Archive for Use Closing an Archive Keeping Your Mailbox Clean. Archiving Data. There are two approaches to archiving data:

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Archiving Outlook Data and Keeping Your Mailbox Clean

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  1. Archiving Outlook Data and Keeping Your Mailbox Clean Lunch and Learn: April 5, 2005

  2. Today’s Seminar • Archiving Data • Opening an Archive for Use • Closing an Archive • Keeping Your Mailbox Clean

  3. Archiving Data • There are two approaches to archiving data: • Automatic, based upon time (little control) • Manual, based upon you (a lot of control) • For the purposes of this presentation, we’ll cover the manual process. For the automatic approach, see Tools >> Options.

  4. Archiving Data: Step 1 • Decide what you want or what the guidelines for archiving should be: • Date range? • Topic? • Contents? • Frequency?

  5. Archiving Data: Step 2 • Open your folder list.Note: You don’t have to start on the specific folder, but it’s good policy. • Access the File menu and select Archive.

  6. Archiving Data: Step 2 • Choose your options: • Folder (and subfolders) • Date • File • Note that all three options are very important. • Click the OK button.

  7. Archiving Data • Note the new folder that has appears in your folder list. • Repeat as needed within the guidelines you defined at the beginning. • Consider appropriate archive file names (e.g., instead of archive.pst, try 2004.pst).

  8. Archiving Data • Rename an archive within the Folder list (not the pst file): • Right-click the archive. • Select Properties. • Click the Advanced button. • Rename the file. • Click the OK button on each of the remaining windows.

  9. Opening an Archive for Use • Go to the Inbox in your folder list. • Access the File menu. • Select Open >> Outlook Data File. • Navigate to the proper folder and select the archive file you would like to open.

  10. Closing an Archive • Find the archive folder in your folder list. • Right-Click the archive name and select Close.

  11. Keeping Your Mailbox Clean • Archive on a regular schedule. • Empty your Deleted Items folder. • Remove large attachments from e-mail if you have saved the files elsewhere. • Send a link instead of the actual file if your target audience members all have access to the file location. • Avoid using Outlook stationery (which is an attachment on every message you send).

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