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Email Archiving

 

MICROSOFT OUTLOOK (WINDOWS)
 

Local messages are stored in personal storage (PST) files. The server is unable to access any of these files and only one user on one computer may access them at a given time.

 
To create a new archive file:
 

Click the File tab at the top of the screen.



 

On the Account Information screen, click Cleanup Tools, then click Archive.


The Archive dialog box displays. Select “Archive this folder and all subfolders” and select a folder to archive. If you want to archive all your email, select the node with your email address at the top.

Click the “Archive items older than” drop-down list to select the latest date for items to be archived. A calendar pops up. Select a date in the current month by clicking on the date or scroll to a different month to select a date. All items older than the selected date will be archived.

Click the “Browse” button if you want to change the location where the archive file will be saved and the name of the archive file. Click OK when you have made your selections.


The archived .pst file is saved to the designated location.

To view these archived emails, simply locate the archive file in your documents folder under the Outlook Files folder, and open the new archive file by double clicking on it.

If double clicking does not open the file correctly, secondary click the file and select either “Open with” (Windows) or “Get Info” (Mac). With these settings, you may manually choose which program will open the file.

 
AutoArchive:

AutoArchive is a good choice for those who do not edit their folder structure often or do not move messages around a lot. It can be set up using the following steps:
1.     Click the File tab, and then click the Options tab on the File menu.
2.     Click the Advanced tab.
3.     Click AutoArchive Settings.
4.     Click to select the AutoArchive Every check box, and then type a number in the Days box to specify how frequently the AutoArchive process runs.
5.     If you want to be notified before the items are archived, click to select the Prompt Before AutoArchive check box.
6.     In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list.
7.     Click OK two times.
 

 
 

MICROSOFT OUTLOOK (MAC OSX)

 How to Archive Emails:
     1. Click File > Export
     2. Select what you want to export
     3. It is recommended you do not delete items, this will keep a backup on the server 
     4. Choose a destination to save archive information 
 

Mac Mail.app
 
Local Mailboxes – Similar function to Personal Folders from MS Outlook; can be nested like folders.

1.     Click Mailbox > New Mailbox
2.     Select “On My Mac”
3.     Drag-and-drop or Copy-Paste emails to desired local mailbox
 

Archive Mailbox

1.     Click Mailbox > Archive Mailbox
2.     Choose a location to archive your mailbox
 
This creates a .mbox file at the designated location.
 
If  Mac Mail client is set to the default email handler, the file may be opened by simply double clicking the created .mbox file.
 
If double clicking does not open the file correctly, secondary click the file and select either “Open with” (Windows) or “Get Info” (Mac). With these settings, you may manually choose which program will open the file.

 
 

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