Archiving Fundamentals

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All CCAC employees with a network account automatically receive an Outlook email account.  Currently, your Outlook Mailbox is limited to a total size of 60MB or 60000 KB. You will receive an email when your mailbox size reaches 55MB or 55000 KB. If your mailbox exceeds the 60MB limit, you will be unable to receive email and may miss important messages.

This month's Talkin' Tech provides guidelines for managing the size of your mailbox.  Discover how to:

  Check the Size of your Mailbox

Mailbox Cleanup:

Go to Tools/ Mailbox Cleanup

Use this function to perform cleanup tasks


Click on View Mailbox Size to see how much space is used in your inbox and all other folders on the network



Stay Under Quota: Archive Regularly!

When you “archive” email and email folders, you are saving these items to a location outside of Outlook, thus conserving space in your mailbox.  Once archived, you can still view these items within Outlook.  The Archive is saved to a specific area on your hard drive (C:).  If you work at a different computer, this file would not be available.

There are 3 ways to archive email folders within Outlook.

  1. AutoArchive (recommended)– at a specified time the computer automatically archives email in all Outlook folders according to parameters you establish

  2. Manual activation of AutoArchive – Similar to the above only you manually activate the archive procedure at a time other than what is set for AutoArchive
  3. Manual Archive Specific Folders You manually initiate archiving for individual folders



Let Outlook automatically do the work for you at regularly scheduled intervals.



Set your AutoArchive Settings:

Go to Tools/ Options/ Other/ AutoArchive

  • How often to run: Every 14 days is recommended

  • Check the Prompt before AutoArchive runs so you are alerted when it runs

  • Decide how old items should be before they are archived

  • By default, your archive is saved to the C: \Documents and Settings\username\Local Settings\Application Data\Microsoft\Outlook folder. The file is called archive.pst.

If you wish AutoArchiving to treat all folders in the same fashion, click "Apply these settings to all folders now".



This message will pop up every ___ days to remind you to archive your mail.  Please make it a habit to perform this task when you get the alert. 





Working at a different computer?  If you are using another computer other than your desktop PC and you receive a prompt "Do you want to archive your items now?", always say NO.  You will only want your archives to be stored on one PC in your office.  Remember that this Archive is stored on your hard drive. 

When you receive a new PC, you must transfer this file to the new PC.


Back up your Archive file.  To assure you don't lose your historical email data, you should also backup your archive file to an external medium (burn to CD or DVD).  Your archive file may become too large for backup onto most devices. If you have a large archive file, feel free to call the Helpdesk to request that your archives be burned to DVD. We can also show you how to segment your Archives to multiple Outlook data files (.pst files) to keep your archives manageable.


  AutoArchive Settings for Specific Folders  

Want to Treat Folders Differently with AutoArchive?

You can set set specific AutoArchive settings for each folder that you create.

To change settings for a folder, right-click on the folder and choose properties.

Click on the AutoArchive tab, and change settings as you wish:

  • Do not archive items in this folder

  • Use default settings for this folder

  • Archive using specific settings

Click OK.



Manual Activation of AutoArchiving



To Launch AutoArchive manually:

Click on File/ Archive.


Check the box at the top (Archive all folders according to their AutoArchive settings) and click OK.



Manual Archive Specific Folders


To Manually Archive one Folder

Highlight the folder you wish to archive.  Click on File/ Archive.


Select the folder you wish to archive, confirm the Archive file where it will be stored, and click OK.



View your Archives


To view your Archives:

Click on your Inbox UNDER the Archive folders which show under your mailbox in the Navigation Pane.

It's that easy!



Clean up your Mailbox when Over-Quota

To clean out your Mailbox when you are over quota:
  1. Run AutoArchive as described above.

  2. Check your Large Mail Search Folder and delete large items that remain (see left banner). 

  3. Go to Tools/ Mailbox Cleanup and empty your deleted items.

  4. Delete other email you do not need.


If your mailbox is over quota,

use Shift-Delete to permanently delete all mail




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