Try the Outlook Course for Free!

AutoArchive in Outlook- Tutorial with Video

/ / Latest, Microsoft, Outlook 2013, Outlook 2016
AutoArchive in Outlook- Tutorial with Video: A picture of the

AutoArchive in Outlook: Overview

            This blog post will show you how to AutoArchive in Outlook. You can set AutoArchive options on all Outlook folders. AutoArchive in Outlook lets you automatically move messages from a specified folder to an archive folder or delete them from a specified folder, after a set period of time has elapsed. AutoArchive in Outlook reduces the number of items Outlook will have to process when it opens a folder. It also reduces the amount of storage space needed for item storage in Outlook. As its name implies, AutoArchive in Outlook performs automatically, reducing the amount of time spent manually archiving items.

  To AutoArchive a folder in Outlook, you need to view its properties. Right-click the folder for which you wish to set AutoArchiving. Select “Properties” from the popup menu that appears to access the folder’s “Properties” dialog box. Here, you can click the “AutoArchive” tab to set the AutoArchive settings of the folder.

AutoArchive in Outlook- Tutorial with Video: A picture of the "Properties" dialog box for an Outlook folder where you can set folder properties to AutoArchive in Outlook.

AutoArchive in Outlook- Tutorial with Video: A picture of the “Properties” dialog box for an Outlook folder where you can set folder properties to AutoArchive in Outlook.

  You have three options you can set: “Do not archive items in this folder,” “Archive items in this folder using the default settings,” or “Archive this folder using these settings:.” To set the default AutoArchive settings, click the option button for “Archive items in this folder using the default settings.” Then click the “Default Archive Settings…” button to launch the “AutoArchive” dialog box. Here you can set how often you wish to archive by changing the number in the “Run AutoArchive every X days” checkbox. You can also check or uncheck whether you want a “Prompt before AutoArchive runs.”

   In the “During AutoArchive:” section, set any other default options for AutoArchiving you want. You can choose to turn off or on the ability to “Delete expired items (e-mail folders only),” “Archive or delete old items,” and “Show archive folder in folder list.” In the “Default folder settings for archiving” section, you can set the amount of time in the “Clean out items older than” line.

   Next, choose what to do with the old items. You can either move them to a Personal Folder file or permanently delete them by choosing the option you want. If you choose to move them, click the “Browse…” button and select the Personal Folder to use to store the old items.

   When finished making the default AutoArchive settings, you can apply them to all the folders in Outlook by clicking the “Apply these settings to all folders now” button. You must check the “Run AutoArchive every” checkbox to enable the default settings for AutoArchive. Click the “OK” button when you have made you choices to save the new default settings and return to the AutoArchive tab. You can also simply accept the default settings by clicking “OK.”

  If you selected the “Archive this folder using these settings:” option on the AutoArchive tab, you can then specify when to clean the folder, and what to do with the old items, just as you did in the defaults. However, these setting would only affect the current folder. When you are done, click “OK” to set the AutoArchiving properties for the selected folder.

AutoArchive in Outlook: Step-By-Step Instructions

  1. To AutoArchive in Outlook, right-click a folder to AutoArchive and then select “Properties” from the popup menu that appears.
  2. Click the “AutoArchive” tab to set the AutoArchiving features of the folder.
  3. You have three options that you can set: “Do not archive items in this folder,” “Archive items in this folder using the default settings,” or “Archive this folder using these settings:.”
  4. To set the default AutoArchiving behavior, select the “Archive items in this folder using the default settings” option button and click the “Default Archive Settings…” button to launch the “AutoArchive” dialog box.
  5. Here you can set how often to archive by changing the number in the “Run AutoArchive every X days” checkbox.
  6. You can also check or uncheck whether you want a “Prompt before AutoArchive runs.”
  7. In the “During AutoArchive:” section, set any other default options for AutoArchiving you want. You can choose to turn off or on the ability to “Delete expired items (e-mail folders only),” “Archive or delete old items,” and “Show archive folder in folder list.”
  8. In the “Default folder settings for archiving” section, you can set the amount of time in the “Clean out items older than” line. Then choose what to do with the old items.
  9. You can either move them to a Personal Folder file or just permanently delete them by choosing the option you want. If you choose to move them, click the “Browse…” button and select the Personal Folder you want to use to store the old items.
  10. To apply the new default to all folders, click the “Apply these settings to all folders now” button.
  11. Click “OK” to save the defaults for the folder.
  12. To set unique archive settings only for a selected folder, select the “Archive this folder using these settings:” choice on the AutoArchive tab.
  13. Specify when to clean the folder and what to do with the old items, just as in the defaults. However, these setting would only affect the current folder.
  14. When you are done, click “OK” to set the AutoArchiving properties for the selected folder.

AutoArchive in Outlook: Video Lesson

            The video lesson seen below, titled “Setting AutoArchiving for Folders,” shows you how to AutoArchive in Outlook 2016. This video lesson is from our complete Outlook training, titled “Mastering Outlook Made Easy v.2016-2013.”

TOP
$199 $49 Entire Library! -1 Days 20 Hours 0 Minutes 22 Seconds      Get a better deal!
Ask For Coupon