How to Archive s: Windows PC

Transcription

1 To archive items on a Windows computer you will need to create a Personal Folder file (PST) that is saved on your local hard drive. To avoid potential data loss, do not save the PST file in your My Documents, Desktop, Favorites, or Downloads folders since these are network locations and are not supported by Microsoft for the PST file format. We recommend saving your PST file in your local profile directory (C:\Users\<Employee ID>). This file will only be available on the computer in which it was created. It is the user s responsibility to transfer this file to a new computer (if necessary) and to periodically backup the file to avoid loss should the computer s hard drive fail. Follow the steps below to enable Auto Archiving for Outlook 2010, 2013, or 2016: 1. Open the Outlook client on your workstation. 1

2 2. Click on the FILE tab, then click on the Account Settings button. 3. A drop-down menu will appear. Select the first option, Account Settings. 2

3 4. The Account Settings dialog box will open. Either double click on your sandi.net address, or single click on your address and then click on the Change command above it. 5. The Change Account dialogue box will open. Slide the adjuster button from the 12 months (1 year) position to the All position at the far right. Then click Next, below. 3

4 6. A warning will appear stating that it is necessary to restart Microsoft Outlook for this setting to take effect. Click OK. 7. A dialogue box will appear stating, You re all set! Simply click the Finish button at the bottom right and close any remanining dialogue boxes. 4

5 8. Next, go to the FOLDER ribbon. Click on the AutoArchive Settings command. 9. Select the radio button for, Archive items in this folder using the default settings. 5

6 10. Click on, Default Archive Settings. 11. Check the box for, Run AutoArchive every [14] days (this can be left at 14 days). 12. Make sure that the Delete expired items ( folders only) box is not checked. Note: This box is unchecked by default. However, it is important to confirm that it is unchecked before proceeding. 6

7 13. Then, click on Browse. 14. Next, click on OSDisk (C:). 7

8 15. Double click on the Users folder. 16. Then, double click on the folder with your employee ID number. 8

9 17. Make sure that the file directory field is pointing to your local profile directory; C:\Users\<Employee ID> 18. Then, click OK. Note: The items will be set to archive to your local machine to reduce the risk of possible corruption due to compatibility issues with the PST file format and the district s Microsoft Network. 19. Finally, click on the, Apply these settings to all folders now button. Then click OK to finish. IMPORTANT: Remember to Backup files periodically to ensure they are not lost. 9

10 IMPORTANT: Once the Auto Archiving of your s has been set up, it is recommended to immediately execute the archive process manually to confirm that the settings are correct. Follow the steps below to manually start the archive process. 1. Click on the FILE tab. 2. Click on the Cleanup Tools command button to reveal the drop-down menu. Select; Archive Move old items to Archive Folders in the folder list. 10

11 3. Select the radio button; Archive all folders according to their AutoArchive settings. Then click, OK, at the bottom of the Archive dialog box. This will cause the AutoArchive settings to execute immediately. Note: Return to the HOME screen to see the Archiving progress displayed on the Status Bar. 11

12 4. Once the manual archiving process is complete, the new PST file will automatically appear in Outlook. The file is called Archives by default. Note: The AutoArchive process will run automatically in the future according to the parameters set up in this Job Aid. 12