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Setting up
AutoArchiving in Outlook
The following instructions will guide you through the process of setting up AutoArchive to run within your Outlook account, allowing you to automatically archive email to your computer's hard drive according to your specifications:
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Open Outlook
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In the list of folders on the left of your screen, find "Personal Folders"
a. Right-click on "Personal Folders"
b. Select "Properties for 'Personal Folders' "
c. Click on "Advanced"
d. Highlight and copy the Filename address (should begin "C:\"...)**
**The Filename path you copied in Step D above will be used in Step 4
of these instructions
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Within Outlook, click on Tools > Options > Other > AutoArchive
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You should see the following screen:
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Change your settings to match
those shown above......
a. Check "Run AutoArchive every..." and set to "1" day
b. [Check "Prompt before AutoArchive runs if you wish to be prompted]
c. UNcheck "Delete expired items (e-mail folders only)"
d. Check "Archive or delete old items"
e. Check "Show Archive folder in folder list"
f. For "Clean out items older than...", select "1" & "Months"
g. Select "Move old items to:"
h. Highlight and delete the filename/path displayed in the box
i. With your cursor flashing in the box, hold the CTRL key down and hit
the "V" key in order to paste your Personal Folders filename path into
the box (the filename you copied earlier in the instructions)
j. Click on "Apply these settings to all folders now"
k. Click OK to close the window
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You should now be back at the
Inbox. At this point, you're ready to adjust settings for individual
folders.
[[ NOTE:
If you already have an "Archive" folder to which you had
occasionally archived items, you will need to move those items to
the "Personal Folders". Additional instructions for doing so will be
provided at the end of this tutorial.
]]
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To adjust AutoArchive settings on
individual folders (those listed under
"Folders -- << your name >>").... for each folder, follow these steps
(suggested settings follow):
a. Right-click on folder name
b. Click on "Properties"
c. Click on the "AutoArchive" tab
d. Make individual selections for each folder, preferable one of the first
two choices suggested below
SETTING SUGGESTIONS:
INBOX >> Select "Do not archive items in this folder"
TRASH or DELETED ITEMS >> Keep default settings (select
"Archive items in this folder using the default settings")
SENT or SENT ITEMS >> Keep default settings
DRAFTS >> "Do not archive items in this folder"
JUNK EMAIL >> "Archive items in this folder using the default
settings"
OUTBOX >> "Do not archive items in this folder"
If you make any individual folder changes other than "Do not Archive
items in this folder" or "Archive items in this folder using the default
settings", BE SURE "Move old items to default archive folder" IS
SELECTED.
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NOTE:
Though your Personal calendar should get archived, any SHARED items
(calendars, folders, contacts) CANNOT be AutoArchived due to the way
our system is set up. When AutoArchive runs, you will most likely
get a pop-up error message to that effect, similar to the following:
Simply click OK to close the window and go about your business. If you want to make sure the rest of the AutoArchive ran according to your settings, go to the folder where the Error Report was sent (most likely to the Deleted Items folder) and check to be sure it was only shared calendars, etc., which weren't archived. The subject line for the Error Report will be "Archive Log". The report will look something like the following:
If you only see error messages pertaining to Shared items, such as in the example above, the rest of the AutoArchive process should have run successfully according to your selected settings.
INSTRUCTIONS FOR USERS WITH A SET OF "ARCHIVE FOLDERS" DISPLAYED IN THEIR LIST OF FOLDERS:Some users may have a set of "Archive Folders" displayed in their Folders list which may or may not have emails stored in them from previous Archiving. If you see this set of folders displayed in your Folders list, you will need to follow these instructions:
a. Open the sub-folders under Archive Folders to see if you have emails
stored in any of them
-- If you do, continue to follow the instructions step-by-step
-- If you do not, then skip to the last instruction in this section
b. If you have emails in any of the Archive sub-folders, you should have
folders under your Personal Folders with the same name. The emails
in the Archive sub-folders need to be moved to the Personal sub-
folders with the corresponding name. To do so:
-- Open a sub-folder under Archive Folders
-- Go to Edit > Select All to highlight all the emails
-- Scroll up/down your list of Folders until you can see the sub-
folder under Personal Folders with the same name
-- Position your mouse arrow over the highlighted emails
-- Holding the left mouse button down, drag the emails over to
the corresponding sub-folder under Personal Folders
-- When the correct sub-folder in highlighted, let go of the mouse
button
-- You will see that all of the highlighted emails get moved from
the Archive Folders to the Personal Folders
-- Once you have completed moving all emails from the Archive
sub-folders to the Personal sub-folders, continue to the next
step
c. Once emptied of emails, close the Archive Folders as follows:
-- Right-click on "Archive Folders
-- Select "Close Archive Folders"
Once you have completed the AutoArchive process, you may wish to give it a trial run:
1. Click on File > Archive
2. Select "Archive all folders according to their AutoArchive settings"
3. Click OK
To access your archived personal calendar data:
1. Click on "Go" in the menu bar near the top of the screen
2. Select "Folder List"
3. Your archived "Calendar" will show up under "Personal Folders"
4. Click on "Calendar" under "Personal Folders" to access your archived
calendar data
If you have any
questions or need any further assistance regarding AutoArchiving,
please contact the HelpDesk at helpdesk@unca.edu or 251-6445.