Microsoft outlook 2016 archive settings free download

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If you want to immediately reduce the size of the file, you can force a compaction. The procedure to compact the data file might take several minutes. On the File menu, click Data File Management. Click the data file that you want to compact, and then click Settings. Note: You do not have to exit Outlook after you compact a. Reducing the size of the Offline Folder file. This procedure does not delete any items that are saved on the server.

Delete any items that you do not want to keep, and then empty the Deleted Items folder. On the Tools menu, click Account Settings. In the list, select Microsoft Exchange Server , and then click Change. Manage and organize. Data files. Reduce the size of your mailbox and Outlook Data Files. There are several ways to reduce your mailbox size.

Run the Mailbox Cleanup tool Click the File tab. Use Conversation Clean Up to remove redundant messages In a long email thread, there are often numerous messages that contain all of the same information as prior messages. Search for large messages You can search for all messages larger than a specific size from Outlook’s Search box. Reduce the size of an Outlook Data File. Click File. Click the File tab. Click Compact Now. Top of Page. Click More Settings.

Need more help? Expand your skills. Get new features first. Select the archive or retention policy you want to assign to the message or folder. Retention and archive policies are processed once in seven days. Need more help? Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve?

Resolved my issue. Clear instructions. Easy to follow. No jargon. Pictures helped. Didn’t match my screen. Incorrect instructions. This option activates other options that enable you to decide which items are archived and which are deleted when they reach the end of the aging period. Then choose additional settings to apply to both archiving and deletion. Note: In the AutoArchive dialog box, “folders” refers to your main Outlook feature areas, such as the Calendar folder and Task folder, and individual e-mail folders.

This is because your Calendar and Task items are stored in their respective Calendar and Task folders. Show archive folder in folder list Choose to have the Archive folder listed with your other working folders in the Navigation Pane. In the main Archive folder, you can open the subfolders and view your archived items. When viewing your archived items, you can verify that the correct items were archived, and you can also drag any items that you need back to a working folder.

Clean out items older than Choose the default setting for when you want your items archived, in days, weeks, or months. You can set a period of one day up to a period of 60 months. It does not mean “delete” unless you have specified that setting for the folders elsewhere.

Move old items to The default setting for this location is different for computers that are running the Microsoft Windows Vista and Windows XP operating systems. If you want to set another destination for the archived items, you can browse to and set a different location. Items will be moved to this location after their aging period. Note: Items archived in a custom location will not be deleted unless you open the folders and delete them manually.

Permanently delete items This option immediately deletes the expired items instead of moving them to the default location, another folder that you have designated, or the Deleted Items folder. Apply these settings to all folders now This option applies the AutoArchive settings, including your changes, to all of your folders.

To specify different settings for one or more folders, do not choose this option. Instead, use the instructions shown below the button that explain how to specify settings for individual folders. These instructions are also included in the following section, “Change the AutoArchive settings for an individual folder. Retention Policy Information In your organization, a system administrator might set retention policies that determine when and how your mailbox items are AutoArchived.

You can view the policies here, but you can’t change them without the appropriate permissions. In the folder list in the Navigation Pane, right-click the folder you want to change, and then click Properties on the shortcut menu.

Note: For more information on the settings, please see Step 4 in the section above, “Review or change the default AutoArchive settings.

 
 

 

How to Archive Mail in Outlook | Laptop Mag.Archive messages in Outlook for Mac

 

To keep it from filling up, you can move old items you want to keep to an archive , a separate Outlook Data File. Your network administrator can also disable this feature. By default, Outlook uses AutoArchive to archive items at a regular interval. To learn more, see Archive older items automatically. You can also archive items manually whenever you want.

That way, you can control which items to archive, where to store them, and how old an item needs to be before it can be archived. Tip: Archive and AutoArchive might not be available if your mail profile connects to an Exchange Server. It’s also possible that your organization has a mail retention policy that overrides AutoArchive. Check with your system administrator for more information. Click the Archive this folder and all subfolders option, and choose the folder you want to archive.

You can create multiple. For example, you may want to keep items in your Sent folder longer than items in your Inbox folder. This option doesn’t remove that exclusion from these items, but instead ignores the Do not AutoArchive setting for this archive only. Upgrade to Microsoft to work anywhere from any device and continue to receive support.

By default, older Outlook items archived automatically on a regular interval. 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.

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. 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. This option does not remove that exclusion from these items, but instead ignores the Do not AutoArchive check box for this archive only.

AutoArchive, which is turned on by default, automatically moves old items to an archive location at scheduled intervals. However, you can manually back up and archive items to a location that you specify. Rather than backing up or archiving your items manually, you may find that AutoArchive can meet your needs. For more information, see Using AutoArchive to back up or delete items. Select the Archive this folder and all subfolders option, and then specify a date under Archive items older than.

Under Archive file , click Browse to specify a new file or location if you do not want to use the default file or location. Select the Include items with “Do not AutoArchive” checked check box if you want to override a previous setting to not automatically archive specific items. If you choose to manually archive these items during this procedure, the items will again be subject to the Do not AutoArchive setting unless you manually override that setting again in the future.

Note: Outlook automatically creates another archive file for items in the folder and location specified. Manage and organize. Support for Office ended on October 13, Upgrade to Microsoft to work anywhere from any device and continue to receive support. Need more help? Expand your Office skills. Get new features first. Was this information helpful? Yes No. Any other feedback? The more you tell us, the more we can help. How can we improve? Send No thanks.