Store Messages

  • Thread starter Thread starter Deborah
  • Start date Start date
D

Deborah

We need to keep our emails for verification of business
for at least 7 years.
This obviously would make too many messages within
Outlook. How do you recommend we move messages out of
Outlook?
1. AutoArchive does NOT work - don't know why.
2. File | Archive only works sometimes. E.g. it makes
multiple "Archive"folders in my Folder view; does not
append to the existing file; sometimes won't archive the
messages, just the folder and vica-versa.
3. Recommended to make a Personal folder but not on the
Personal drive on network - only C: drive (I don't
understand as that one is not backed up).

With all of the above not totally clear, should I just
drag and drop my messages directly to a folder on the
server that is backed up? Atleast I can open them up again
at any time. They only draw back here is I have to do it
one at a time. The File | Save As command is good for
message text only.

There was everything I have found to date - and still not
clear on how a large organization should manage their
files.

Please advise - I have read all the help files I can get
my hands on.
Sincerely,
Deborah
 
Autoarchive looks at the last modified date. If you moved or
exported/imported the messages, the modified date changes.

I don't recommend moving messages to the file system - it makes it hard to
find the messages later and whether they are in a pst or not, you still need
outlook to read them.

Archive and automated options are listed here:
http://www.slipstick.com/addins/housekeeping.htm
 
For whatever reasons, my company removed the AutoArchive feature as they
said "it does not work".
I have therefore been reading everything I can on the help sites to find out
alternatives and everyone talks about AutoArchive. Does that mean my office
is wrong with something? does it work properly?

As mentioned, File | Archive did not work for me. It would take the folder
structure but not the messages within.
Making a PST file is working - I would then suggest that users drag/drop
their messages to it - however, 1 - it copies them there (I would prefer a
move by default) and 2 - the PST apparently has to be stored on the local C:
drive not the network personal drive ... which is the other point I cannot
find an answer to.

Conclusion:
1. If AutoArchive works, why would they say it did not - are there glitches?
2. Can I suggest if the administrators won't put it back on that the user
make their own PST folder on their personal F: drive so that it is backed
up?
3. Many advanced (?) users are moving their messages to a Windows folder as
they can still access them by double clicking on them (opening them in
Outlook) and they put them with the subject folder they belong to that would
contain documents generated by said email conversations - I thought that was
a great idea.

Please advise - I would really like some quality answers as our help desk is
not getting to the bottom of things.

Thank you very very much
Deborah

Diane Poremsky said:
Autoarchive looks at the last modified date. If you moved or
exported/imported the messages, the modified date changes.

I don't recommend moving messages to the file system - it makes it hard to
find the messages later and whether they are in a pst or not, you still need
outlook to read them.

Archive and automated options are listed here:
http://www.slipstick.com/addins/housekeeping.htm



--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)
Author, Google and Other Search Engines (Visual QuickStart Guide)





Deborah said:
We need to keep our emails for verification of business
for at least 7 years.
This obviously would make too many messages within
Outlook. How do you recommend we move messages out of
Outlook?
1. AutoArchive does NOT work - don't know why.
2. File | Archive only works sometimes. E.g. it makes
multiple "Archive"folders in my Folder view; does not
append to the existing file; sometimes won't archive the
messages, just the folder and vica-versa.
3. Recommended to make a Personal folder but not on the
Personal drive on network - only C: drive (I don't
understand as that one is not backed up).

With all of the above not totally clear, should I just
drag and drop my messages directly to a folder on the
server that is backed up? Atleast I can open them up again
at any time. They only draw back here is I have to do it
one at a time. The File | Save As command is good for
message text only.

There was everything I have found to date - and still not
clear on how a large organization should manage their
files.

Please advise - I have read all the help files I can get
my hands on.
Sincerely,
Deborah
Click to expand...
Click to expand...
 
For whatever reasons, my company removed the AutoArchive feature as
they said "it does not work".
I have therefore been reading everything I can on the help sites to
find out alternatives and everyone talks about AutoArchive. Does that
mean my office is wrong with something? does it work properly?
Click to expand...

AutoArchive works fine when it's properly configured and when you understand
what it does (i.e. works off the modified date). If you move your messages
around from folder to folder then the modified dates change and when autoarchive
runs those messages will be treated as if they are new.
I use AutoArchive on several levels - I have it archive messages that
are a certain age out of my information store to an AutoArchive folder,
then I have it delete messages from that AutoArchive folder some months
later so that it helps to keep my AutoArchive folder relatively clean.

I actually have multiple archive folders depending upon the type of messages
being archived.
Works a treat.
 
Back
Top