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Creating an Archive
Author: Reference Number: AA-02851 Views: 589 Created: 2016-11-17 09:17 am Last Updated: 2016-11-17 09:17 am 0 Rating/ Voters

Archiving your email will pull it from the mail server and save it as a .pst file on your computer.  These instructions will show you how to set up an archive (thus freeing up more space in your inbox).  Since saving the archive to your PC is bad practice (due to possibility of corruption, infection or accidental deletion), these instructions will involve utilizing your U drive. If you do not have a U drive, call the help desk so they can put in a ticket to have one created for you.

1. In Outlook, click on the File Tab and then Cleanup Tools.  Select Archive.  The box below or something similar should appear.


2. Make sure "Archive this folder and all subfolders" is selected.

3. Determine which folder you'd like to archive.  If you'd like to archive your entire email, select the line that contains your email address so that it is highlighted.

4. Select the cut-off date.  (Everything older than this date will be put in the archive.  Everything newer than this date will remain in your email.)

5. Click Browse and navigate to your U drive.  If you already have an archive file there, select it and hit okay.  If you do not have an archive file there, just click Ok. A new one will be created.

6. At this point it might appear as if nothing is happening.  It usually takes a few minutes to complete.  

7. Once complete you should see "archive" listed below your regular email folders in Outlook.  When you expand it, you should see everything that you archived.  Your folder hierarchy should remain the same.


Messages in archives can be manipulated the same way a regular message can.  You can open it and read it, reply to it, and forward it.  

NOTE: When you go to archive in the future, make sure you navigate back to the U drive and select the archive file that you previously created.  Failure to do this will result in a second archive file being created.  

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