Knowledgebase

Email is essential to every business operation. To use it, most of us will simply switch on the PC in our office and start using it. However, things will get a little bit complicated if you need to access your email using multiple devices such as the your office PC, your work laptop, your smartphone or your tablet.

A simple solution is to use IMAP when you setup your email account in your devices. That way, all messages will be synchronized across all devices. This works great if your mailbox has huge or unlimited disk space quota. Unfortunately, not everyone has this luxury. If you are not careful, your mailbox can quickly reach its quota and you will not get anymore emails until you free up some space.

However, there is a feature in Microsoft Office Outlook known as AutoArchive that can help you clear up the server disk space by automatically moving old messages to the Archive folder in your PC. First, you need to have Microsoft Office Outlook installed in your main PC. This PC must be your main workhorse that you backup perioidically. Open your Outlook and follow the steps below on how to turn on the feature on different version of Outlook.

How to Turn On the AutoArchive Feature

For Outlook 2010 and Outlook 2013:

1. Click the File tab, and then click the Options tab on the File menu.
2. Click the Advanced tab.
3. Click AutoArchive Settings.
4. Click to select the AutoArchive Every check box, and then type a number in the Days box to specify how frequently the AutoArchive process runs.
5. If you want to be notified before the items are archived, click to select the Prompt Before AutoArchive check box.
6. In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list.
7. Click OK two times.

For Outlook 2007 and Outlook 2003:

1. On the Tools menu, click Options, and then click the Other tab.
2. Click AutoArchive.
3. Click to select the AutoArchive Every check box, and then specify how frequently the AutoArchive process will run by typing a number in the days box.
4. If you want to be notified before the items are archived, click to select the Prompt Before AutoArchive check box.
5. In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list.
6. Click OK two times.

Now that you have turned on the AutoArchive feature, you must set the AutoArchive properties for each folder. 

How to Set the AutoArchive Properties for a Folder

For Outlook 2010 and Outlook 2013:

Method 1:

1. Select the folder that you want to AutoArchive.
2. Click the Folder tab, and then click AutoArchive Settings.

Method 2:

1. Right-click the folder that you want to AutoArchive, and then click Properties.
2. Click the AutoArchive tab.
3. To set the AutoArchive properties for this folder, click to select the Clean out items older than check box.
4. To specify when the items must be automatically transferred to your archive file, type a number in the Months box.
5. To specify a file for the archived items to be transferred to, click Move old items to.
6. In the Move old items to box, type a file name for the archived items, or click Browse to select from a list, and then clickOK.

For Outlook 2007 and Outlook 2003:

1. In the Folder List, right-click the folder that you want to AutoArchive, and then click Properties.
2. Click the AutoArchive tab.
3. To set the AutoArchive properties for this folder, click to select Clean out items older than.
4. To specify when the items must be automatically transferred to your archive file, type a number in the Months box.
5. To specify a file for the archived items to be transferred to, click Move old items to.
6. In the Move old items to box, type a file name for the archived items, or click Browse to select from a list, and then clickOK.

Ref: https://support.microsoft.com/en-us/kb/830119

Reminders:

• Please note that items that were archived will not appear in your other devices other than in the Outlook of your main PC.
• Always backup your archive's .pst file if you do not want to lose your old emails.