Microsoft Office Tutorials and References
In Depth Information
Archiving for Posterity
Also, some companies are required by law to retain all messages for a certain
period of time. This is a serious issue if you work in a highly regulated
industry such as banking, finance, or health care. Failure to save messages for
the right amount of time can land you or your company in deep doo-doo, so it
pays to be aware of your company’s retention policy.
The problem with storing lots of messages is that Outlook slows down when
you store too many of them. A huge collection of messages is not only
cumbersome to manage, but system administrators at a large company may
not let you store more than a certain amount of e-mail because it clogs up the
Archive is a feature that’s built right into Outlook to help you store messages
and other Outlook items that you don’t need to look at right now, but
that you still might want to refer to in the future. If you use Outlook on an
Exchange network at work, archiving makes it easy to get along with your
system administrators by slimming down the number of messages you’re
storing in the e-mail system.
Even if you don’t want to use the Archive feature right now, you may want to
understand how it works. Outlook sometimes archives items automatically
using the AutoArchive feature — which may look to you as if your Outlook
items are disappearing. In the following sections, I show you how to find
the items that Outlook has archived for safekeeping.
If the Archive feature seems scary and complicated to you, try not to worry.
I agree that Microsoft hasn’t done a good job of making the Archive feature
understandable. When you get the hang of it, however, archiving could
become valuable to you.
Although e-mail messages are what people archive most often, nearly all
Outlook items can be sent to the archive — calendars and tasks, for
example — except for contacts.
Setting up AutoArchive
Unless you change Outlook’s AutoArchive settings, Outlook does not archive
your items automatically. Some businesses, however, might have it enabled
for their users. Other companies might instead use an autodelete service to
purge old messages — check your company’s e-mail retention policy before
you make any changes to the AutoArchive settings.
If you want to turn on AutoArchive, see how Outlook is set up to archive your
old items, or change the way Outlook does the job, follow these steps:
1. Select the File tab and click the Options button.
The Outlook Options dialog box appears.