Outlook 2003 Impact on Archive of OL Foler/email changes

[TerryGH]

I saw ithe basic answer n a 2007 forum post to this question from Sue Mosher
("If you want the new folder to be archived, just make sure its Properties
dialog shows the archiving feature turned on and pointing to the right
archive" ....but a few things are still not clear:


1: If I have moved email from another folder to the new folder will this
change be reflected in the archive file?

2: On the Default Archive Settings there is a box checked by default called
"Delete expired items (email folders only) -- what does this refer to, i.e.
what is an expired item

3: Is there any reason that after a major Personal Folder reorganization
where many folders are re-named and some folders are under the newly renamed
folders as subfolders, does it not make sense to start a new archive file?

4: If I do want to start a new archive file (e.g., archiveAprl10.pst) am I
correct that I just change the file name via "move old items to.." in the
default settings and that will create a new archive with copies of all the
selected folder email as of that date?

Thanks in advance ...

 

[Brian Tillman [MVP-Outlook]]

1: If I have moved email from another folder to the new folder will this
change be reflected in the archive file?

Since archive PSTs don't contain anything currently in your active folders,
no, moving a message in the active folders has no effect on the archive's
contents. If something is in your archive PST, it's usually NOT in your
active folders, since AutoArchive's job is to remove it from your active
folders.

2: On the Default Archive Settings there is a box checked by default called
"Delete expired items (email folders only) -- what does this refer to, i.e.
what is an expired item

An expired item is an item for which you've set an expiration date.
RIght-click any item and choose Options. You'll see the expiration date
selection there. You can also set expiration by rule. Most people I know
don't use the expiration date, so the option you describe has no effect. If
you choose to use it and set the expiration date on items, AutoArchive can
delete them instead of move them to the archive PST.

3: Is there any reason that after a major Personal Folder reorganization
where many folders are re-named and some folders are under the newly renamed
folders as subfolders, does it not make sense to start a new archive file?

Since Archive PSTs are meant to contain historical data, it's up to you.
Usually, archive PSTs aren't even visible in the folder list. If you'd feel
better having the archive folders reflect the active folders, with Outlook
closed, rename the old archive PST to another name and then when Outlook
creates a new one at its next archive run, the new folder structure will
reflect the structure of the active folders.

4: If I do want to start a new archive file (e.g., archiveAprl10.pst) am I
correct that I just change the file name via "move old items to.." in the
default settings and that will create a new archive with copies of all the
selected folder email as of that date?

Archiving doesn't make a copy of your active items. It is not a backup
process. However, yes, if you change the name of the archive PST that way,
then the next time AutoArchive runs (or you deliberately run archiving), a new
archive PST will be created with folders that match the active folders.
Unless you have items in those folders that match your archive criteria,
however, the folders that get created in the archive PST wil be empty.