Most of us who use popular web-based email services like Gmail and Outlook.com probably never worry about storage, since we have GBs of cloud storage at our disposal at our disposal. use. However, if you’re working in an organization or you have an education email account where you only have limited server space to host emails, you need to host them from time to time.
So today we are going to tell you everything you need to know about email archiving on Outlook 2010 email client, which can also be easily done on its other versions.
So let’s start with creating an email archive on Outlook 2010.
Create an archive
The first thing you need to do is create a new archive file that will locally store all the emails on your computer. To create it, click Data List on Outlook 2010 and select the option Cleaning tool. Don’t worry, we won’t delete any of your emails.
In the Cleanup Tool you will see an option called Archive. Click on it to open the repository creation window. In the window, select the folders you want to store. You can also select the entire inbox if you want. To include old emails right at the time of archive creation, select the corresponding date range.
Finally, provide the location where you want to store the files and click the OK button. You can also choose shared storage if it is mapped on your computer. Outlook will create a PST file to save all emails as an archive on your system.
Once the archive is created, you will see a storage section below the mailbox folders in the left pane. Initial archiving may take some time depending on the number of emails you include in the archive.
Archived emails will have the same structure as your online mailbox, with all folders and subfolders. If you select only specific folders for storage, it will automatically include all subfolders.
Move email to archive
You can move an email to archive by dropping it in the archive in the left sidebar. To move emails in bulk, select the emails you want to move and right-click them to open the context menu. Here, select Storage folders in the folders section and click OK to move the emails.
You can also create automatic archiving settings for emails. If you want to create an automatic archive for only a specific folder in your mailbox, right-click the folder and select Property.
Here navigate to Automatic storage and choose the settings that suit you best. To implement an autoarchive rule for your entire mailbox, open Outlook Options from the menu and select Advanced settings.
Here, click AutoArchive Settings and create a rule to automatically archive emails in your mailbox.
Move archive
Sometimes you need to move from one computer to another (upgrade from an old machine) or you may run out of space on your organization’s shared storage. In these cases, you will have to move your archives and link them back to Outlook. So let’s see how that can be done.
Unlink and move the archive
Before you move the archive, we need to remove the link from Outlook. To do so, open Data List and choose option Account Settings.
In Account Settings, navigate to the Data Files section and you will see the archive file you are maintaining on the current system.
All you need to do now is select the archive and click To move button. Don’t worry, you won’t delete the archive but just its link in Outlook.
Now move the file to the new location using whatever storage drive you have.
Archive file link
To link the archive to Outlook, open the file Data file section again from account settings in Outlook and click Add button. Now import the PST file of the archive you backed up and open the email from the archive.
Compress archives
If you’re storing the archive on your local hard disk, you probably don’t need to worry about the size of the archive, but if it’s a shared drive within an organization or a cloud account that you If you have limited storage space, it is advisable to compress the archive to save storage space.
To shrink the archive size, right click on the Archive section in the right pane and select Data file properties. Click here advanced button to open the Outlook data file. Now all you need to do is click Collapse now to reduce the archive file size.
Conclusion
So that’s pretty much everything one needs to know about email archiving on Outlook 2010 and I’m pretty sure you can also use these steps on Outlook 2013. If you have any further doubts about it. email hosting, just leave a comment and we’ll be happy to help.
Top image credit: David Boyle
Categories: How to
Source: thpttranhungdao.edu.vn/en/
