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Archive Items Manually

The document explains how to manually archive items in Outlook to reduce the size of the Outlook Data File (.pst) or Exchange mailbox. It details the steps to manually archive, including selecting folders and specifying dates, and notes that AutoArchive can be turned off if only manual archiving is desired. Additionally, it mentions that the Archive feature may not be available for accounts using Microsoft Exchange Server Online Archive.

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23 views3 pages

Archive Items Manually

The document explains how to manually archive items in Outlook to reduce the size of the Outlook Data File (.pst) or Exchange mailbox. It details the steps to manually archive, including selecting folders and specifying dates, and notes that AutoArchive can be turned off if only manual archiving is desired. Additionally, it mentions that the Archive feature may not be available for accounts using Microsoft Exchange Server Online Archive.

Uploaded by

alvin
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Archive items manually

An efficient way to reduce the size of your Outlook Data File (.pst) or Exchange mailbox is to
regularly archive older items. Unlike a traditional backup in which a copy of Outlook items is
made, archived items are moved to a separate Outlook Data File (.pst). Archived items can be
accessed at any time by opening the file.

Note The Archive command and feature doesn’t appear for any account in your Outlook
profile if you include an Exchange Server account and your organization uses Microsoft
Exchange Server Online Archive. Your network administrator can also disable this feature.

By default, older Outlook items archived automatically on a regular interval. To learn more
about AutoArchive, see Use AutoArchive to back up or delete items .

You can also manually back up and archive items, in addition to AutoArchive or as a
replacement. Manual archiving provides flexibility, and allows you to specify exactly which
folders are included in the archive, and which archive Outlook Data File (.pst) is used.

To manually archive Outlook items, do the following:

1. Click the File tab


2. Click Cleanup Tools.
3. Click Archive.
4. Click the Archive this folder and all subfolders option, and then click the folder that
you want to archive. Any subfolder of the folder you select is included in this manual
archive.
5. Under Archive items older than, enter a date.
6. If you do not want to use the default file or location, under Archive file, click Browse to
specify a new file or location. Browse to find the file that you want, or enter the file
name, then click OK. The destination file location appears in the Archive file box.
7. Select the Include items with “Do not AutoArchive” checked check box to include any
items that might be individually marked to be excluded from automatic archiving. This
option does not remove that exclusion from these items, but instead ignores the Do not
AutoArchive check box for this archive only.

Turn off AutoArchive

If you want to archive only manually, you must turn off AutoArchive. Do the following:

1. Click the File tab.


2. Click Options.
3. On the Advanced tab, under AutoArchive, click AutoArchive Settings.
4. Clear the Run AutoArchive every n days check box.

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