How do I archive a Public Folder?

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Guest

My office has a "Firm Calendar" as Public Folder in Outlook 2003 so everyone
on the network can see what cases have activities scheduled for each day,
past and future. This folder is becomeing very large in size and I tried to
archive the data that is older than a certain date so the information can
still be retained rather than clearing the calendar by deleting information.

When I tried to archive this public folder, I got a message that the folder
could not be archived! Suggestions or solutions please?
 
You can't use autoarchive on a PF. You can export to a PST, though.
But how large is the calendar folder itself, really? I believe you can see
this on the Exchange server....in ESM.
 
The public folder has grown to 1614 KB since first being started March 2004.
Exporting the folder to a .pst is not a problem. But, not too excited about
the time it would take to individual delete calendar entries from March
through June, and periodically thereafter, in order to have a more manageable
public folder Firm Calendar. Suggestions?
 
That seems like a very small folder size to me. What's the impetus behind
archiving it?
If you exported the whole thing to a PST file you could delete old items in
the folder, but the PST file would probably be bigger than the PF was - and
if you stored the PSt on the server you wouldn't b saving anything.
There are also age limit settings for PFs if you want.
 
Oops. I rechecked the size of the public folder "Firm Calendar" and it's
8449 KB.

Was trying to archive old data in one step without having to take the time
to delete individual items. Still need to easily access the old Calendar
data at times. Trying to make the active public calendar less cumbersome
when viewing in "category" mode. Being a law firm, we have a multitude of
categories, a very large case load and many attorneys.

If I export the public calendar into a backup.pst file, then delete the
individual "old" items on the "active" calendar, when I export the "active"
public calendar again in 3 months, do I need to rename the previous
backup.pst to prevent over-write and losing that data?
 
pscidmore said:
Oops. I rechecked the size of the public folder "Firm Calendar" and
it's 8449 KB.
Click to expand...

That's still pretty dang small.
Was trying to archive old data in one step without having to take the
time to delete individual items. Still need to easily access the old
Calendar data at times. Trying to make the active public calendar
less cumbersome when viewing in "category" mode. Being a law firm,
we have a multitude of categories, a very large case load and many
attorneys.
Click to expand...

What about setting up view filters based on date? Seems like a better option
to me. The folder owner(s) can set up views that will be visible to all
other users, you know...

Remember that your data is always better off stored in Exchange than
anywhere else. More easily backed up, managed, etc. Unless you're running
low on disk space (in which case you should add new disks & move your public
store) or running up against the 16GB store limit in Exchange Standard, I'd
leave this be.
If I export the public calendar into a backup.pst file, then delete
the individual "old" items on the "active" calendar, when I export
the "active" public calendar again in 3 months, do I need to rename
the previous backup.pst to prevent over-write and losing that data?
Click to expand...

Yes, you would need to do that.
 
Thanks. This was very helpful.

Lanwench said:
That's still pretty dang small.

What about setting up view filters based on date? Seems like a better option
to me. The folder owner(s) can set up views that will be visible to all
other users, you know...

Remember that your data is always better off stored in Exchange than
anywhere else. More easily backed up, managed, etc. Unless you're running
low on disk space (in which case you should add new disks & move your public
store) or running up against the 16GB store limit in Exchange Standard, I'd
leave this be.

Yes, you would need to do that.
Click to expand...
 
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