Archiving Data in Microsoft Outlook
Microsoft Outlook is a database. So, where is the data file? This lesson will review the Account Setting, Find the Data Files (PST) and edit the AutoArchive settings.
Before You Begin: Review the Account Settings
You can edit your E-mail Account if you wish. You can add or remove E-mail Accounts as well. Here is the pathway back to the Account Settings.
1. Try it: Review the Account Settings
Go to File ->Info->Account Settings.
What Do You See? The E-mail Accounts are listed by Name and Type.
The options include:
Set as Default (if you have more that one)
Find the Data Files
2. Try it: Review the Data File Options
Go to the Data Files tab, please.
What Do You See? The options are similar to the ones on the E-mail tab:
Set as Default (if you have more than one)
Open File Location
3. Try it: Find the Data File
The Account Settings are open. The Data File tab is selected.
Click on Open File Location.
What Do You See? The POP3 Data file is a *.pst file. You can confirm that it is the *real* database by looking at the file properties. The Date modified should be recent (perhaps today) and the File size may get rather large if you save pictures and attachments.
Do This: Copy the Data File
This is the actual database…and this is the file you want to backup.
You can program Microsoft Outlook to archive old items from the database. The archived items can be saved to a different data file, archive.pst.
1. Try it: Find the AutoArchive Settings
Go to File ->Options-> Advanced.
Click on AutoArchive Settings.
Edit the AutoArchive Settings
2. Try it: Edit the AutoArchive Settings
Click on Run AutoArchive every…
All of the options will become available.
The AutoArchive will run every 14 days. You can change the timing if you wish. You will be prompted before the AutoArchive runs.
The AutoArchive can do the following:
Delete expired E-mails
Show the Archive Folder
You can choose how to handle the old items:
Move them to an archive.pst folder
You do not need to run the AutoArchive now. Uncheck Run AutoArchive every…
That’ll work. Please close this window and return to the Inbox.
Good question, Thanks for asking,
Elizabeth Nofs, the Computer Mama
Here is a YouTube video tha shows the steps that you can watch if you wish: