Tips and Tricks for Using Software Effectively
To move items from this file to its own archive, manually Archive the file. Click File, Archive. Change the date to the date you want to clean out to. Press tab twice to advance to the Archive file box. Click after archive and type in the name of the folder you are archiving (fun jokes archive.pst). Click OK. If you don’t rename the folder you will end up messing up the archive folder you may have already created.
The quickest way to move your old messages out of the main mailbox file is to use AutoArchive. When you start using Outlook, the AutoArchive feature is turned on by default. It is set to ask you every 14 days if you want to archive anything older than 6 months. Here’s how you change the default settings if you want to. Click Tools, Options. Then click the Other tab and AutoArchive. Change any of the settings in the box you want. In my experience, the “delete expired items” refers to a seldom used option that can be set by a sender of a message to have an item expire on a certain date. When it expires, the heading gets a line through it. And when you archive, if this box is checked, the item is deleted. If anyone has more information about how this works, I’d like to hear about it. Finally, click “Apply these settings to all folders now” and click OK.
If you want to set a different time frame for a particular folder, right click on that folder in the folder list in the main inbox area. Choose Properties and click the AutoArchive tab. Dot the “Archive this folder using these settings” and set the options you want. These options will take precedence over the default. It’s nice to know you have this flexibility.
Now all you have to do is click “Yes” when the AutoArchive box pops up every so often. All of the old messages are moved to the Archive folder. If you need to get something out of the Archive, Click File, Open, Outlook Data File and Choose Archive. It appears in the folder list. Click the plus sign next to it and all the sub folders display. When you are done with it, right click on Archive and choose Close Archive.
At some point you may want to want to copy your pst files to a CD, DVD, or other storage media for backup. Here’s a quick way to get to the location of the pst files. Open Outlook and click File, Archive, select the path in the file archive box and copy it by pressing Ctrl+C. Then click cancel. Close Outlook. Open MyDocuments (or MyComputer or Windows Explorer). Click in the address bar and Press Ctrl+V to paste the location of the file in the address bar. Press Enter. This way you don’t have to remember where the pst file is located. (This will show the files even if you have not set the hidden files to show.) Now you can proceed to copy the file to a CD.
To help you get to what you want, here’s where the commands are:
If you want to learn more about what you can do to manage your mail see office.microsoft.com/training/training.aspx?AssetID=RC010294911033 and
Till next time. Happy Computing.
Mel Babb © 2006
Mel Babb, a long time member of HAL-PC, is currently an instructor and on the volunteer help committee at HAL-PC. She runs her own company, PC Tutoring Services. She comes to your home and creates notes for you on what you want to learn. Contact her at 713-981-5641 or email at email@example.com.
Mel Babb, a long time member of Hal-PC, is currently an instructor and on the volunteer help committee at Hal-PC. She runs her own company, PC Tutoring Services. She comes to your home and creates notes for you on what you want to learn. She can be reached at firstname.lastname@example.org