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Select your inbox on the left side and click the “+” on the right side to create a new rule.
Outlook email archiver archive#
In Office 2011 you can archive your mail by selecting the “Rules” option under “Tools” on the Apple menu. As you go through the wizard you will note that you can make rules for Outlook to automatically sort mail into folders, flag messages, send to the deleted items folder, play a specific sound, or even print as it comes in by sender or key words in subject/ body of the mail. Go through the steps to create your exact parameters. To create a rule you would select the “Rules” option from the “Home” tab and click “Manage Rules and Alerts”. A rule automatically sorts incoming mail by the parameters you have specified. Inbox rules are a great way to keep an organized inbox. You can then create a rule to have messages older than a specified date move to the “Inbox (On My Computer)”. Select “Exchange” (under “ON MY COMPUTER) on the left side of the window that appears and click the “+” on the right side to create a new rule.
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You can archive those to the same archive but you will have to do so separately using the same process described above. Tip: If you select your entire inbox to be archived this will not include your sent items or calendar items. If you have an existing archive that you would like to add mail to you can navigate to it by clicking the “Browse” button. pst named “archive” in the “Outlook Files” of your local user account. You can adjust the date that Outlook will archive from. The dialog box that appears will allow you to select which folders you would like to archive. To create an archive in Office 2010 select “Archive” from the “Cleanup Tools” under the “File” tab in Outlook. Online Archives are available for Faculty members.)Īrchives are a great place to store older mail that you don’t need access to on a regular basis. (Note that this is not true for Online Archives. Archives are not available on the web () or on other computers where the Outlook Data File has not been imported. Archives can still be accessed via Outlook on your local computer. This frees up space on the server and reduces the size of your mailbox. Moving mail to an Outlook Data File moves it off of the server and onto your local computer. An archive is a file that stores emails locally on your computer in the form of an Outlook Data File, or a. If your mailbox is close to capacity it is time to start archiving your mail. Sometimes items will be accidentally dropped someplace other than intended so that emails and folders are misplaced. Tip: Be careful of dragging and dropping emails and folders. If it is not listed select “Other Folder” and select the appropriate folder in the “Move Folder” dialog box.
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If the folder you would like to move it to is listed click on it and the email will be moved there. To move mail into a folder you can right click on a message and mouse over the “Move” option. You can expand or collapse a folder by clicking on the triangle next to it. When a folder is expanded it will have a black triangle next to it and the subfolders will be listed below it, slightly indented. You can determine that a folder has a subfolder nested under it because it will have a white triangle next to it. You can organize your folders in a way that makes the most sense for the way you work. Office will insert the new folder automatically under the folder you have highlighted. In Office 2011 the “New Folder” button it under the “Organization” tab. Click “OK” and the folder will appear in your navigation pane where you specified for it to be. Here you can name the folder and select where you would like it located. Select the “New Folder” option and a “Create a New Folder” dialog box will appear. To create a folder in Office 2010 select the “Folder” tab above the ribbon. Creating Foldersįolders can be added within your inbox so mail can be sorted into them.
Outlook email archiver how to#
Below are tips on how to organize your mail, view it, and search through it using folders, archives, and rules. Finding the right system for you will be based on your work flow. The perfect number of folders and methods for organizing them most efficiently will be different for everyone. Creating rules will help keep your mailbox organized going forward. Organizing mail into folders and archives will make it easier to find the old messages and reduce the size of your mailbox. Good organization is the key to a manageable mailbox.