Creating an Archive Folder in Microsoft Outlook (PC)
By storing seldom-used items in an archive folder, you can
reduce the size of your Outlook mailbox. This allows faster access
to your current items and reduces the time it takes for Information
Technology to back up your mailbox. IT strongly recommends
storing your archive folder on your H: drive.
To create an archive folder:
- Go to the File menu and select
- Select Archive this Folder and all
- Highlight the folder you wish to archive, such as a particular
subfolder of the inbox
- In the Archive items older than field, specify
the cut-off date for the archive
- Where it says Archive File, click the Browse
- Navigate to your BUfiles folder (the H: drive) and choose the
outlook folder (if you do not have an outlook folder, create
- In the File Name field, type a name for the
archive, preferably something descriptive such as
sent-mail-2009.pst, then click OK
- Outlook will begin moving items into the specified archive
- Your new archive folder will appear above your Mailbox in the
folder view on the left side of the window. Now you can create
subfolders under Archive Folders and move items from your Mailbox
to the Archive! (Be sure to move them rather than copy them).
All items stored in your Archive Folders reside in your personal
folder on BUfiles, and are backed up regularly.
*** Optional ***
If desired, you can use your Archive Folders in conjunction with
Outlook's AutoArchive feature to automate the archival of old
items. First you'll need to configure AutoArchive to go to your
archive folder your H: drive.
- Go to the Tools menu and select
- Click on the Other tab
- Click the AutoArchive... button
- You should leave most of the default options checked.
- In the Clean out items older than field you
will need to set how long you would like to keep items in your
inbox before they are archived.
- In the Move old items to field click
Browse and navigate to the outlook folder on
your BUfiles folder (the H: drive). You can have Outlook
autoarchive to same folder you created above or a completely new
- Click OK, then click OK
Now you can set the archival options on individual folders in
your Mailbox. For more information on AutoArchive, please refer to
Microsoft Outlook help. For additional
help, view this 20 minute email archive online course.