Outlook Archive Folders

  • Thread starter Thread starter Juanita
  • Start date Start date
J

Juanita

I am trying to set up archive folders for email to
identically match my various inbox folders. how do i do
this?
Juanita
 
STEP 1: Right click on your inbox and go to properties / click on the
AutoArchive tab and select the Archive this folder using these setting
option and set the path of the archive folder to a specific location. Click
ok.

Then

STEP 2: Click on Tools / Options and click on the other tab Select Auto
Archive Button. Make sure this location of the archive file is the save
location as the above archive file from STEP 1.

I hope this helps you out!

Thanks
 
I am trying to set up archive folders for email to
identically match my various inbox folders. how do i do
this?
Click to expand...

Juanita, what John told you to do is almost the opposite of how you
should approach this. First of all, you don't have to worry about doing
anything to "identically match [your] various inbox folders". When
Outlook AutoArchives, or even when you manually archive, it always
creates a duplicate folder structure within your archive file.

The first thing you should do is go to {Tools / Options | <Other> ;
AutoArchive ; [AutoArchive...]} and set your preferences there. These are
the default preferences for all of Outlook. These settings will be used
for all of your folders including your InBox folder unless you set them
differently. So, if these settings are sufficient for your needs then you
don't need to bother with setting them individually for any individual
folder.

If you did follow John's steps in order and you used duplicate settings
this could confuse you in the future. If you later decide to change the
default settings and forget to change the individually set settings for
the InBox folder you could be surprised to find that the inbox is getting
archived under 'the old settings' while everything else is following your
'new settings'. Therefore, if you did follow John's steps but you really
just want everything to archive the same then you should go back to the
properties dialog for your InBox and set it to use the default settings.

There are a couple of other things that could confuse you so I will tell
you about them now. If you have recently modified your Outlook Items, by
either importing them from another .PST file or simply rearranging what
folder they are in, then they may not AutoArchive when you think they
should. Outlook uses the last MODIFIED date to determine when to
AutoArchive items, NOT the RECEIVED date.

Something else I have discovered. Sometimes importing items from other
..PST files will leave you with no modified date. In this case Outlook
will never AutoArchive the items. I am beginning to suspect that these
fields are corrupted rather than just empty (at least on my computer). No
matter what I did to 'modify' them, the modified date wouldn't change.
The only way I could get it to change was to manually move them to
another .PST file. Well, heck, if you are going to go to all that
trouble, you might as well just move them to where you want them archived
and leave them there. (Remember, this was just for those items that ended
up with no modification date. You may never have this problem.)

I hope this has cleared things up for you a bit. I know it is a long
message but Outlook is a big, complicated, program and there are no one
sentence answers that won't get you into more trouble later.
 
how do i figure out what the path is that i need to
direct my archived items to go to.
Under the top level archive folder i have set up folders
identical to those that i have for my inbox with
subfolders.
when i archive each of my individual inbox and it's
subfolders i want the item to go into the identical
folders under the archive folder. how to i set the path
for this under the main archive folder?
 
how do i figure out what the path is that i need to
direct my archived items to go to.
Under the top level archive folder i have set up folders
identical to those that i have for my inbox with
subfolders.
when i archive each of my individual inbox and it's
subfolders i want the item to go into the identical
folders under the archive folder. how to i set the path
for this under the main archive folder?
Click to expand...

Sorry I took so long to get back to you.

OK, we're having a little bit of a miscommunication with the term
'Folders'. It seems you have constructed a directory structure within the
Windows file system to match the folder structure that is INTERNAL to
your Outlook. You don't really need to do this unless you really want to
physically separate all the different items that will get archived.
However, I guarantee you, this will be a big chore and you will get tired
of it pretty quickly.

When you specify an archive file and Outlook does an AutoArchive it
duplicates Outlook's INTERNAL folder structure in the archive .PST file.
These folders are also INTERNAL to the file. You will not see them in
Windows Explorer. Only when you open the .PST file in Outlook.

You can direct your archived items anywhere you want. Simply specify a
file name in any FILE SYSTEM FOLDER on your hard drive. Personally, I put
them in the same FILE SYSTEM FOLDER as where my main .PST file is
located. If you are on Exchange Server you may not have a .PST file.
However, if you are on Exchange Server, you should be talking to your
System Administrator so I am going to assume you are stand alone.

The easiest way to figure out where your .PST file is is to search for
*.PST in Windows Explorer.

Once you understand the difference between file system folders and
Outlook's INTERNAL folder structure I think this will be easier for you.
 
Juanita said:
I am trying to set up archive folders for email to
identically match my various inbox folders. how do i do
this?
Click to expand...

Why in the world would you want to?
--
Brian Tillman
Smiths Aerospace
3290 Patterson Ave. SE, MS 1B3
Grand Rapids, MI 49512-1991
Brian.Tillman is the name, smiths-aerospace.com is the domain.

I don't speak for Smiths, and Smiths doesn't speak for me.
 
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