auto archive settings - outlook 2003

[Guest]

what does the 'delete expired items (email folders only)' mean in the auto
archive settings tab mean?
is there a guide to this and the other settings?

thank you for your help.

 

[Guest]

Hello Sach - Expired items are mail and meeting items whose content is no
longer valid after a certain date, such as a meeting you had four months ago
that still appears on your calendar. Although an expiration date is optional,
you can define it at the time you create the item or at a later date. When
the item expires, it's unavailable and has a strike-out mark through it.

A lot of good information about auto archiving is in Outlook Help. Hope you
find this helpful.

 

[Guest]

LindaK,
This is an issue I too am struggling with as well. I have OL 2002 (SP3). At
best OL’s Help docs & what support docs are on MS.com are seriously/woefully
inadequate here. I have looked extensively for such documentation as you
describe, but they do not exist -- at least not that I can find! Do you, or
anyone else for that matter, know where one can find a “complete in-depth
detailed explanation†that covers each of the 4 key AutoArchive Settings
(those appearing under the “During AutoArchive†statement), and how they work
with & relate to the default (global settings -- aka default settings) for
“Aging Periods & Dates†?

AutoArchive Settings
“During AutoArchiveâ€
[x] Delete expired items (e-mail folders only)
[x] Archive or delete old items
Default folder settings for archiving --------------
Clean out items older than (XX) (Months)
( ) Permanently delete old items.

I am also looking for documentation which explains what happens to the
“folder structure, folders/folder names & e-mail, etc.†(folders created by
the user) within the Archive.pst file after the originals within the
Outlook.pst file have been later modified (i.e. name changes, adds/deletes,
folder moves, folder deletes or the folder structure is rearranged) and then
successive AutoArchive’s have been run?

Yet another example of serious ambiguity is, how does the “Clean out items
older than (XX) (Months)†setting effect the default (global settings -- aka
default settings) “ for Aging Periods & Dates†?

 

[Sue Mosher [MVP-Outlook]]

The article at http://office.microsoft.com/en-gb/assistance/HP052433971033.aspx describes the fields used for AutoArchive and the default archive date for each type of folder. Individuals can, of course, set a different archive date cutoff for each folder, in which case the folder-specific date is used, not the default date.

[x] Delete expired items (e-mail folders only)

Means that items whose expiration date has passed are deleted, regardless of their modified or received date.

[x] Archive or delete old items

Archive or delete, depending on the setting appropriate for that folder. Some folders may, for example, have per-folder settings to delete not archive. That's the way my Deleted Items and Junk E-mail folders are set.

Default folder settings for archiving --------------
Clean out items older than (XX) (Months)

This is the date cutoff referred to above.

( ) Permanently delete old items.

This setting causes items to be deleted rather than moved to an archive ..pst file.

I am also looking for documentation which explains what happens to the
“folder structure, folders/folder names & e-mail, etc.†(folders created by
the user) within the Archive.pst file after the originals within the
Outlook.pst file have been later modified (i.e. name changes, adds/deletes,
folder moves, folder deletes or the folder structure is rearranged) and then
successive AutoArchive’s have been run?

Nothing happens to existing folders in the archive .pst file. If a folder is renamed in the main store, then the next time AutoArchive runs, it will create a new folder with that name in the archive store and put newly archived items into it. Items previously archived will still be in the archive folder with the old name. In other words, there is no dynamic link between the archive and main store. The archive just gets items moved into it when AutoArchive runs, those items always going into folders of the same name **at the time they are moved.**

Yet another example of serious ambiguity is, how does the “Clean out items
older than (XX) (Months)†setting effect the default (global settings -- aka
default settings) “ for Aging Periods & Dates†?

Given that you have radio buttons for:

Do Not Archive
Archive Using the Default Settings
Archive Using These Settings

and the option you cite falls under the third-choice, it should be clear that choosing the third option sets per-folder archive settings that override the default global settings for that folder only.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

LindaK,
This is an issue I too am struggling with as well. I have OL 2002 (SP3). At
best OL’s Help docs & what support docs are on MS.com are seriously/woefully
inadequate here. I have looked extensively for such documentation as you
describe, but they do not exist -- at least not that I can find! Do you, or
anyone else for that matter, know where one can find a “complete in-depth
detailed explanation†that covers each of the 4 key AutoArchive Settings
(those appearing under the “During AutoArchive†statement), and how they work
with & relate to the default (global settings -- aka default settings) for
“Aging Periods & Dates†?

AutoArchive Settings
“During AutoArchiveâ€
[x] Delete expired items (e-mail folders only)
[x] Archive or delete old items
Default folder settings for archiving --------------
Clean out items older than (XX) (Months)
( ) Permanently delete old items.

I am also looking for documentation which explains what happens to the
“folder structure, folders/folder names & e-mail, etc.†(folders created by
the user) within the Archive.pst file after the originals within the
Outlook.pst file have been later modified (i.e. name changes, adds/deletes,
folder moves, folder deletes or the folder structure is rearranged) and then
successive AutoArchive’s have been run?

Yet another example of serious ambiguity is, how does the “Clean out items
older than (XX) (Months)†setting effect the default (global settings -- aka
default settings) “ for Aging Periods & Dates†?

--
Neophyte DanO

Hello Sach - Expired items are mail and meeting items whose content is no
longer valid after a certain date, such as a meeting you had four months ago
that still appears on your calendar. Although an expiration date is optional,
you can define it at the time you create the item or at a later date. When
the item expires, it's unavailable and has a strike-out mark through it.

A lot of good information about auto archiving is in Outlook Help. Hope you
find this helpful.