dave said:
Our HR exec has tons of emails ranging from current to all the way
back 7
years ago. She has pretty much have alot of things autoarchive but
even with
this being said she has hudrends of archive folders. Opening her
outlook
sometimes is really slow and her outlook is a very messy to say the
least.
Any tips on how to organize her outlook and speed up load time. I've
added
more memory but I haven't checked back if it was any help. I would
appreciate
very much to any suggestions, thanks.
Archives do not contain separate folders. Archives are files that
contain a copy of whatever gets archived which will include several
folders.
Don't know how you have archiving setup. With 7 years worth of
archived e-mails, often the arrangement would be to have autoarchiving
setup on the message store to archive items older than 1 year, and
autoarchiving enabled in the 1st archive to archive items older than 2
years, and autoarchiving enabled in the 2nd archive to archive items
older than 3 years, and so on until the 6th archive file that would
permanently delete items over 7 years old. Since Outlook is the
program doing the autoarchiving then those autoarchive files must be
opened in Outlook so the archiving action can be committed for items
in those opened archives.
Presumably this data is important or may even be critical. That means
you should be performing daily backups and rotating them through
grandfather-father-son backups sets with annual full backups getting
saved for whatever number of years is required by law or decided by
the company. You probably don't need more than 1 archive operation in
Outlook since backups should contain company critical data that is
older than a year. That is, enable autoarchiving in Outlook to move
items older than 1 year into a .pst archive file, open that archive
file in Outlook (so archiving can be exercised against it), and enable
autoarchiving on the archive file to permanently delete items over 2
years old. Of course, you could set it up to permanently delete items
in the archive after 3 years, or longer, depending on how large a
window you want open for finding old items. Use the backups to keep
around data older than that.
The more archive files you open in Outlook (which will reopen when you
load Outlook again) means more time to load and more time to run
autoarchiving across all those .pst files.
With autoarchiving used to keep track of 7 years worth of e-mails,
there should only be 6 archive files (.pst) involved and the current
message store's .pst file. That means you see the current message
store's tree along with the trees for each of the other 6 archive
files that are opened in Outlook. Of course, if you just archive
everything into only 1 archive file then you only have 2 .pst files
open: one for the current message store (if not using Exchange) and
another for the archived items. Just collapse the other trees for the
archives to eliminate having to scroll past any folders they contain.
