|
In order to insure continued space on
the mail server, it is necessary to periodically remove old messages from
the system. Although IT deletes the oldest messages to insure this available
space, we recognize that many times the older messages are very important.
With this in mind, the following information will provide you with direction
for creating a folder on your local hard drive and saving your old email
message to the folder.
|
|
|
|
|
|
Office 2000/XP/2003
|
|
Archiving a single folder from
your mailbox
|
- Create a folder on your hard drive or floppy
drive named Archive. This is the location where all of
your archived email will be stored.
- Load Outlook.
- Select File/Archive from the menu
bar. The Archive dialog screen appears displaying all of your Outlook
folders.
- Select the folder to be archived from the folder
list. You may need to expand a folder to display the desired folder.
- Select the Archive this folder and all
subfolders: radio button that is located at the top of the folder
window.
- Select a date for the Archive items older
than: dialog box. All items within the selected folder that
are older than the selected date will be archived.
- Position the cursor at the Archive file:
dialog box.
- Type in the path and filename where
the selected email is to be archived. The filename extension must be
.pst
- Click on OK to archive the selected
mail messages. When the archive is complete, you are returned to your
Inbox.
|
|
Archiving all folders in your
mailbox
|
- Create a folder on your hard drive or floppy
drive named Archive. This is the location where all of
your archived email will be stored.
- Load Outlook.
- Select File/Archive from the menu
bar. The Archive dialog screen appears displaying all of your Outlook
folders.
- Select your mailbox from the folder
list.
- Select a date for the Archive items older
than: dialog box. All items within the selected folder that
are older than the selected date will be archived.
- Position the cursor at the Archive file:
dialog box.
- Type in the path and filename where
the selected email is to be archived. The filename extension must be
.pst
- Select the Archive all folders according
to their AutoArchive settings: radio button that is located
at the top of the folder window. The entire window becomes gray. This
step must be completed after the date and file location are selected
as they will become unchangeable once this option is selected.
- Click on OK to archive the selected
mail messages. A progress icon is displayed in the bottom, right corner
of your screen. When the archive is complete, you are returned to your
Inbox.
|
|
Gaining access
to archived messages in Windows
98
|
- Load Outlook.
- Select Tools/Services from the
menu bar. The Services dialog screen appears.
- Select Add to display the Add
Service to Profile dialog box.
- Select Personal Folders and click
on OK to continue. The Create/Open Personal Folders
File dialog appears.
- Browse through the folders to locate the .pst
file you created while archiving your messages.
- Select the file when located and press Open
to continue. The Personal Folders screen appears.
- Select OK to finish. The new folder
is now displayed in your folder list. Your messages in this folder are
now accessible but are stored on your hard drive.
|
|
Gaining access to archived messages in Windows
XP
|
- Note: After archiving your messages in Windows
XP, the folders will be automatically opened and placed under Archive Folders.
- Load Outlook.
- Select File/Open/Outlook Data File.
- Browse through the folders to locate the .pst
file you created while archiving your messages.
- Select the file
when located and press OK to finish.
- The folder will
now appear under Archive Folders. If the folder does not immediately
appear, click the Plus sign next to Archive Folders to expand the listing.
|
|
Top
|
| |
|
Macintosh
|
- Load Outlook.
- Select Tools/Services to begin
to create a personal folder that you will use to archive your messages.
- Select Add.
- Select Personal Folders and press
OK to continue.
- Select New and then Save.
A dialog box appears requesting for a folder name.
- Type Archive and click on OK
twice to return to the Inbox.
- The personal folder named Archive is displayed
in your folder list.
- Click once on the Archive folder
to select it.
- Select File/Create Subfolder to
display a dialog box prompting for a folder name.
- Type Old Mail at the folder name
prompt. Click on OK to continue. You have just created
a new subfolder on your hard drive that you will use to save your old
mail messages on your hard drive.
- Click on the plus sign before the
Archive subfolder to expand the folder and display the Old
Mail folder.
- Click and drag each message that you want saved
into the new Old Mail folder.
|
|
Top
|
|
|
