In Microsoft Outlook, what is AutoArchive, and how do I use it?

Note: AutoArchive is not available in versions of Outlook for Mac OS.

AutoArchive is a feature in Outlook that moves old mail and other items to a separate personal folder (.pst) file on your computer's hard drive, or a workgroup or departmental server. By default, it will prompt you before archiving items every 14 days and and delete expired email messages from your mailbox.

The Outlook folders that have AutoArchive automatically activated and their default aging periods are Calendar (six months), Tasks (six months), Journal (six months), Sent Items (two months), and Deleted Items (two months). Inbox, Notes, Contacts, and Drafts do not have AutoArchive activated automatically.

In addition, you can manually transfer old items to a personal folder. Outlook can archive all types of items, such as Microsoft Excel spreadsheets or Word documents, but only if these files are stored in an email folder. To manually transfer files, from the File menu, select Archive... .

To set up AutoArchive and access your messages in Outlook, follow the steps below.

Setting up AutoArchive

1. From the Tools menu, select Options... .
   
   
2. Click the Other tab, and then click AutoArchive... .
   
   
3. Select or deselect the first checkbox to enable or disable AutoArchive. To change the settings for individual folders (e.g., Inbox, Calendar, Sent Items, Tasks) right-click the folder and choose Properties, and then click the AutoArchive tab.

Accessing messages stored by AutoArchive

To use AutoArchiving you will first need to install the Personal Folder service, and then set it up to open the appropriate .pst file. For help, see In Microsoft Outlook 2002, 2003, and 2007, what are personal folder files, and how do I create them? The files are stored in different paths, depending on which version of Outlook and which Windows operating system you are using. To determine the actual .pst file used, follow the instructions in the "Setting up AutoArchive" section above.

Open an AutoArchive file (Outlook 2000)

1. From the Tools menu, select Services... .
   
   
2. Select Add... , and then Personal Folders.
   
   
3. The Create/Open Personal Folders dialog box will open. Select the folder in which the archive is stored.
   
   
4. Select the file (usually archive.pst) and select Open. Click OK twice.

You should now see a new set of Personal Folders in the Folder List. If you don't see the Folder List, from the View menu, select Folder List.

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