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Archiving Outlook Data and Keeping Your Mailbox Clean - PowerPoint PPT Presentation

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Archiving Outlook Data and Keeping Your Mailbox Clean. Lunch and Learn: April 5, 2005. Today’s Seminar. Archiving Data Opening an Archive for Use Closing an Archive Keeping Your Mailbox Clean. Archiving Data. There are two approaches to archiving data:

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Today’s Seminar

  • Archiving Data

  • Opening an Archive for Use

  • Closing an Archive

  • Keeping Your Mailbox Clean

Archiving data l.jpg
Archiving Data

  • There are two approaches to archiving data:

    • Automatic, based upon time (little control)

    • Manual, based upon you (a lot of control)

  • For the purposes of this presentation, we’ll cover the manual process. For the automatic approach, see Tools >> Options.

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Archiving Data: Step 1

  • Decide what you want or what the guidelines for archiving should be:

    • Date range?

    • Topic?

    • Contents?

    • Frequency?

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Archiving Data: Step 2

  • Open your folder list.Note: You don’t have to start on the specific folder, but it’s good policy.

  • Access the File menu and select Archive.

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Archiving Data: Step 2

  • Choose your options:

    • Folder (and subfolders)

    • Date

    • File

  • Note that all three options are very important.

  • Click the OK button.

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Archiving Data

  • Note the new folder that has appears in your folder list.

  • Repeat as needed within the guidelines you defined at the beginning.

  • Consider appropriate archive file names (e.g., instead of archive.pst, try 2004.pst).

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Archiving Data

  • Rename an archive within the Folder list (not the pst file):

    • Right-click the archive.

    • Select Properties.

    • Click the Advanced button.

    • Rename the file.

    • Click the OK button on each of the remaining windows.

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Opening an Archive for Use

  • Go to the Inbox in your folder list.

  • Access the File menu.

  • Select Open >> Outlook Data File.

  • Navigate to the proper folder and select the archive file you would like to open.

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Closing an Archive

  • Find the archive folder in your folder list.

  • Right-Click the archive name and select Close.

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Keeping Your Mailbox Clean

  • Archive on a regular schedule.

  • Empty your Deleted Items folder.

  • Remove large attachments from e-mail if you have saved the files elsewhere.

  • Send a link instead of the actual file if your target audience members all have access to the file location.

  • Avoid using Outlook stationery (which is an attachment on every message you send).