Information Technology

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:

  1. Go to the File menu and select Archive
  2. Select Archive this Folder and all subfolders
  3. Highlight the folder you wish to archive, such as a particular subfolder of the inbox
  4. In the Archive items older than field, specify the cut-off date for the archive
  5. Where it says Archive File, click the Browse button
  6. Navigate to your BUfiles folder (the H: drive) and choose the outlook folder (if you do not have an outlook folder, create one)
  7. In the File Name field, type a name for the archive, preferably something descriptive such as sent-mail-2009.pst, then click OK
  8. Outlook will begin moving items into the specified archive folder
  9. 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.

  1. Go to the Tools menu and select Options
  2. Click on the Other tab
  3. Click the AutoArchive... button
  4. You should leave most of the default options checked.
  5. 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.
  6. 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 file.
  7. Click OK, then click OK again.

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.