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05 Apr 2015

Exchange Archive

How to archive your folders manually

To immediately archive a folder, use the following steps for your version of Outlook. 

For Outlook 2010/2013/2016:

  1. Go to the File tab on the Ribbon and click Info.
  2. Click Cleanup Tools, then choose Archive.
  3. Select the folder you want to archive, and set the desired options.

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How to archive your folders automatically

You can automatically archive individual folders, groups of folders or all Outlook folders. The process runs automatically whenever you start Outlook. The AutoArchive properties of each folder are checked by date and old items are moved to your archive file. Items in the Deleted Items folder are deleted.

Several Outlook folders are set up with AutoArchive turned on. These folders and their default aging periods are:

  • Calendar (6 months)
  • Tasks (6 months)
  • Journal (6 months)
  • Sent Items (2 months)
  • Deleted Items (2 months)
  • Inbox, Notes, Contacts, and Drafts do not have AutoArchive activated automatically.

In Microsoft Outlook, the default AutoArchive setting for the Deleted Items folder is to permanently delete old items. When you configure the Microsoft Office Outlook Archive settings to permanently delete all old items, an Archive.pst file is automatically created even if you did not specify one to be created.

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To turn on AutoArchive in Outlook 2010/2013/2016:

  1. Go to the File tab on the Ribbon and choose Options. Choose the Advanced options group in the Outlook Options window.
  2. In the AutoArchive section, click the AutoArchive Settings button.
  3. Select the Run AutoArchive every checkbox, then type a number in the days box to specify how often the AutoArchive process will run. Select the Prompt before AutoArchive checkbox, if you want to be notified before the items are archived.
  4. In the Move old items to box, type a file name for the archived items to be transferred to, or click Browse to select from a list.
  5. Click OK. Now that you have turned on AutoArchive, you must set AutoArchive properties for each folder.

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To set AutoArchive properties for a folder:

  1. In the Folder List, right-click the folder that you want to automatically archive, then click Properties.
  2. Click the AutoArchive tab and select Clean out items older than. Type a number in the Months box to specify when items should be automatically transferred to your archive file.
  3. To specify a file for the archived items to be transferred to, click Move old items to, type a file name for the archived items, or click Browse to select from a list.
  4. Click OK
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