Can't figure out archiving

  • Thread starter Thread starter medgirl
  • Start date Start date
M

medgirl

I have just installed Outlook 2003, mainly for use with my PocketPC. Before
I used Palm Desktop, so I am new to Outlook. I don't want to auto-archive
everything, but I want to remove old files (from, say, prior to 1/1/04) and
keep them in a backup file. It is my understanding that that is what
archiving does. As per the instructions, I have been going to
File/Archive/Archive this folder and subfolders and selecting Calendar, and
then setting the date and checking to include all items. It creates a file,
but when I look at my main calendar, the old entries are still there.
Moreover, the archive file is only about 200 KB, which doesn't seem right.
If I open the archive Outlook Data File, there isn't anything in it. I'm
obviously doing something wrong but I can't figure out what. I would
appreciate any assistance!
 
Archiving uses the "wrong" date - it uses date last modified. To get the
old Calendar items you can select them and drag them to the Archive Calendar
folder.

Do this by:

show the Calendar in By Category view (turn on the Advanced toolbar to save
lots of clicks)
click the Group By Box
ungroup By Category (drag that column header out of the grouping box)
sort by date (click the start date header)

select the batch you want to file and drag to the Archive folder.

Now that was fun wasn't it!!!

Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm
 
Judy Gleeson MVP - Outlook said:
Archiving uses the "wrong" date - it uses date last modified. To get the
old Calendar items you can select them and drag them to the Archive
Calendar
folder.

Do this by:

show the Calendar in By Category view (turn on the Advanced toolbar to
save
lots of clicks)
click the Group By Box
ungroup By Category (drag that column header out of the grouping box)
sort by date (click the start date header)

select the batch you want to file and drag to the Archive folder.
Click to expand...

I'm still confused. I now somehow have three archive folders in my folder
list and can't figure out how to delete any of them. When I drag calendar
entries to the Archive Folders, they transfer in the format of email
messages. Also, the dates listed for the entires are the dates they should
be, not modified dates. Are those dates listed somewhere else?

Thanks for your help!
 
In your Archive, make a Calendar folder. If you're in 2003, use the Folder
list view in the navigation pane. Then make the new folder and make sure to
set it to be : Folder contains items of type..... - so you don't make
another email folder!!!

Drag Calendar items into it and it should work fine.

If you have too many Archive folders, close some. Right click and close.

OR you can delete them - to find them, right click each, Properties,
advanced to see where they are stored.

Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm
 
Judy Gleeson MVP - Outlook said:
If you have too many Archive folders, close some.

OR you can delete them - to find them, right click each, Properties,
advanced to see where they are stored.
Click to expand...

I tried to delete the files this way, by deleting them from where they are
stored, but now when I start Outlook it tells me the folders can't be found.
The Archive Folders are still listed in the folder list, but if I click on
them, it tells me they can't be found. Is there a way to delete them from
within the application so that Outlook doesn't think they are still supposed
to be there?

I really appreciate your help - I don't think I've ever had this much
trouble getting a program to do what I want it to do. Some of this is
counter-intuitive to me for some reason.
 
Judy Gleeson MVP - Outlook said:
In your Archive, make a Calendar folder. If you're in 2003, use the
Folder
list view in the navigation pane. Then make the new folder and make sure
to
set it to be : Folder contains items of type..... - so you don't make
another email folder!!!

Drag Calendar items into it and it should work fine.

If you have too many Archive folders, close some. Right click and close.

OR you can delete them - to find them, right click each, Properties,
advanced to see where they are stored.
Click to expand...

Thanks for your help - I finally got all of this working. I never could
figure out how to delete old Archives without bringing up error messages
from Outlook itself, but closing them first and then manually deleting from
the file seemed to make th messages stop.
 
Go girl! Following good instructions in order often works - Outlook's
tricky that way.


Judy Gleeson [MVP Outlook]
Acorn Training and Consulting
www.acorntraining.com.au

Everyone - turn on your Advanced Toolbars and learn how to use the Field
Chooser and Group by Box!!
 
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