My mailbox is full or almost full; how can I free up space without losing mail? How do I setup an archive in Outlook?
The UNT Outlook mail system is configured for quotas rather than auto-expiring mail like in GroupWise. With this change in the system the need for an archive is eliminated for most people. In the Outlook system, the primary reason to setup archiving is if you exceed your mail quota but still require access to all of your mail. Any message moved from the live system to an archive is only accessible from that computer or a computer with similar network access. If you choose to store your archive on your computer (C:) instead of the network (H:), be sure to make regular backups to reduce the probability of lost mail.
These instructions describe how to configure manual archiving in Outlook 2007:
- Click File -> New -> Outlook Data File...
- Choose Office Outlook Personal Folders File (.pst) the click Ok
- For the file name enter h:\mailarchive\mailarchive.pst then click Ok. If prompted to create the directory, allow it.
- An archive stored on the network should never be opened by more than one person or computer at a time.
- On the Create Microsoft Personal Folders window, enter a name for the archive folder, then click Ok. This name is listed along with the folders in your Outlook software so a short name should be used (ie. Mail Archive in the example below). You should not enter a password here.
- Move items you want to archive from the folders in Mailbox - Last, First to the appropriate folder within Mail Archive.
- You can configure Auto Archive settings within Outlook under Tools -> Options -> Other -> AutoArchive... but it is not required.