Archive Questions and Inbox/Messages "Structure"? [Outlook 2007]


K

KGlennC

What is the preferred "structure" of the Inbox/Messages to maximize effect of
using Archive? I recently purchased a new PC and moved all messages over from
the old PC. My archiving in the old PC didn't always work as I thought it
'should'.

Situation:
1. Currently, I have the Inbox where messages are received.
2. I created another folder - Saved Items - where I move certain messages so
as to clean-up the Inbox. Within the Saved Items folder I have sub-folders to
assist in filing. This Saved Items folder is separate from the Inbox.
3. Within the Sent Items folder, I have the same sub-folders where I move
sent messages so as to clean-up the Sent Items folder.
4. I would like to archive only the Saved Items and the Sent Items (because
I clear the actual Inbox on a fairly regular basis).



Questions:
1. Will Archive work the way I want it too?
2. If not, do the Saved Items subfolders need to be within the Inbox folder?
3. If so, how do I archive Sent Items?
4. Are there any advanced assistance resources available? [The Help topics
were not clear on this topic.]

Thanks in advance.
 
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B

Brian Tillman [MVP - Outlook]

What is the preferred "structure" of the Inbox/Messages to maximize effect
of
using Archive? I recently purchased a new PC and moved all messages over
from
the old PC. My archiving in the old PC didn't always work as I thought it
'should'.

Situation:
1. Currently, I have the Inbox where messages are received.
2. I created another folder - Saved Items - where I move certain messages so
as to clean-up the Inbox. Within the Saved Items folder I have sub-folders
to
assist in filing. This Saved Items folder is separate from the Inbox.
3. Within the Sent Items folder, I have the same sub-folders where I move
sent messages so as to clean-up the Sent Items folder.
4. I would like to archive only the Saved Items and the Sent Items (because
I clear the actual Inbox on a fairly regular basis).

Enable autoarchive in Tools>Options>Other>AutoArchive. Then visit each folder
you do not want archived and disable autoarchiving for that folder.
Questions:
1. Will Archive work the way I want it too?

It should.
2. If not, do the Saved Items subfolders need to be within the Inbox folder?

None of your folders _need_ to be subfolders of other folders. The can be,
but a folder is a folder no matter where it is in the tree. In fact, you can
have mail subfolders in your Calendar folder if you want. Outlook simply
doesn't care.
3. If so, how do I archive Sent Items?

Make sure autoarchive is enabled on that folder.
4. Are there any advanced assistance resources available? [The Help topics
were not clear on this topic.]

Have you checked the Office web page?
http://office.microsoft.com/en-us/help/results.aspx?qu=autoarchive&sc=9
 
K

KGlennC

Thanks. I thought so.

Another question -
The on-line training module says Archive works on "Maibox" and, in fact the
illustration shows "Mailbox" as the main folder. Mine is "Personal Folders".

Is this a problem?

Brian Tillman said:
What is the preferred "structure" of the Inbox/Messages to maximize effect
of
using Archive? I recently purchased a new PC and moved all messages over
from
the old PC. My archiving in the old PC didn't always work as I thought it
'should'.

Situation:
1. Currently, I have the Inbox where messages are received.
2. I created another folder - Saved Items - where I move certain messages so
as to clean-up the Inbox. Within the Saved Items folder I have sub-folders
to
assist in filing. This Saved Items folder is separate from the Inbox.
3. Within the Sent Items folder, I have the same sub-folders where I move
sent messages so as to clean-up the Sent Items folder.
4. I would like to archive only the Saved Items and the Sent Items (because
I clear the actual Inbox on a fairly regular basis).

Enable autoarchive in Tools>Options>Other>AutoArchive. Then visit each folder
you do not want archived and disable autoarchiving for that folder.
Questions:
1. Will Archive work the way I want it too?

It should.
2. If not, do the Saved Items subfolders need to be within the Inbox folder?

None of your folders _need_ to be subfolders of other folders. The can be,
but a folder is a folder no matter where it is in the tree. In fact, you can
have mail subfolders in your Calendar folder if you want. Outlook simply
doesn't care.
3. If so, how do I archive Sent Items?

Make sure autoarchive is enabled on that folder.
4. Are there any advanced assistance resources available? [The Help topics
were not clear on this topic.]

Have you checked the Office web page?
http://office.microsoft.com/en-us/help/results.aspx?qu=autoarchive&sc=9
 
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B

Brian Tillman [MVP - Outlook]

Another question -
The on-line training module says Archive works on "Maibox" and, in fact the
illustration shows "Mailbox" as the main folder. Mine is "Personal Folders".

Is this a problem?

Archiving works on whatever your delivery data store is. That can be an
Exchange mailbox or it can be a PST. It's whatever is marked as "Default" on
Tools>Account Settings>Data Files.
 

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