Just Archive Inbox and Full Again
Always notice that your Microsoft Outlook business relationship has slowed to a crawl? Basic email functions like Send/Receive acting a little funny? Consider checking the size of your mailbox. You might be shocked to discover merely how bloated information technology is.
For about versions of Outlook, clicking on File > Folder > Properties > Storage — or right-clicking on whatsoever folder and selecting Properties — volition brandish the total size not only of a chosen folder but too of whatever associated subfolders.
Outlook's Auto Archive function is set to automatically back up Deleted Items, Sent Items, and expired tasks and agenda items. Only if you lot go hundreds of messages per day and don't delete them or move them from your Inbox, you run the risk of sabotaging your account. Exceed 2GB of storage in an overstuffed Inbox and Outlook actually starts to run slow.
Yet solving the problem is doable. CMIT Solutions recommends that you or your IT support team follow the 5 (five) steps outlined below to change Automobile Annal'south settings.
i. Create a new local folder or .pst (Personal Folders) file to hold Archived Mail service. Correct click on the On My Computer heading at the bottom of your folder list and choose New Folder. Name the binder Archived Mail or something else that's easily recognizable. In older versions of Outlook, you can select File>Annal and alter the date under Archive items older than.
2. Create a new Archiving Rule. Click on Tools > Rules, select Substitution from the On My Computer department, and click the + almost the bottom of the window. Name the dominion something meaningful and recognizable, like "120 Days, Auto Archive."
3. Define the time limit and destination for emails eligible for archiving.Under the When a new bulletin arrives menu, change Appointment Received (we suggest 120-180 days) and then change Practise the Following to a defined action similar "Movement Message + Archived Mail." Click the check box for Enabled and clickOK. In older versions of Outlook, clicking Tools>Options>Other>Machine Archivebrings up a like gear up of options.
iv. Run the new rule on existing email folders. If you set a new dominion that all emails over six months old will be archived, don't let aging letters received before that rule was implemented continue to clog upward your Inbox. Select the preferred post binder, click Messages>Rules>180 Day, Auto Archive, and look patiently while your email business relationship reorganizes itself. Remember, you'll have to perform this function on each desired folder; too, Outlook uses "Last Modified Date" to annal, not "Received Date."
5. Want to access your archived emails? Simple — they're waiting for y'all right on the left-mitt column of folders — or nether the list of .pst files on your estimator — with all of your other mail service folders. The primal? They're no longer taking up space in your mailbox.
Of grade, archiving can't cure all email diseases. If y'all admission your mail via an Outlook Web App, any emails archived on your local computer won't show upward online — archiving them means they're no longer hosted on the Substitution server. And a .pst file or archived folder stored on your local difficult drive is notwithstanding susceptible to disastrous data loss if it'south non backed upwards equally part of your backup and disaster recovery (BDR) programme.
Also, remember that Outlook is not a real email archiving solution — this QuickTip volition simply assist you lot gratis up storage infinite within the program, Not keep your e-mail secure via offsite backup or searchable across years of accumulated letters.
To learn more near how CMIT Solutions tin become your Outlook account dorsum in fighting space and provide unparalleled security for your email, stay tuned for Part Ii of our Email Archiving QuickTip detailing the benefits of CMIT RADAR (Rapid Archiving, Discovery, and Recovery) next calendar week.
Source: https://cmitsolutions.com/blog/5-steps-to-archive-emails-and-keep-outlook-running-strong/
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