knowIT

Creating an Archive in Outlook for Windows

 
UBC Okanagan Internal Use Only

The content of this article is intended to be used by University of British Columbia Okanagan staff and faculty members.  It does not apply to the general public.

 

Archiving saves space in your mailbox when it gets full. It moves your emails from the mailbox on the server, to a file that you store locally on your machine. Emails that are stored in an archive file are not backed up on the FASmail server. These instructions are meant for Windows machines only. Archiving on Mac computers is not recommended. 

 

Collecting all mail locally for Archival:

  1. Open Outlook.

  2. Click on File.

  3. Click Info à Account Settings à Account Settings.

  4. Select the email address you wish to archive and click Change.

  5. Click and drag the Download email for the past: slider, all the way to the right, to the download All emails option. Also ensure the checkbox for Use Cached Exchange Mode is selected, if not already.  Please note that your screen may be slightly different.  The important thing is that the check box is selected and the slider is all the way to the right.

  6. Click Next to complete the change and close Outlook for the changes to take place.

  7. Once you re-open Outlook, you will see folder update messages along the bottom of the window.

    This process may take some time to complete but it is important not to start the archive until this process has completed and shows All folders are up to date.

 

Creating the Archive file:

  1. Open Outlook.

  2. Click on File.

  3. Click on Info à Tools à Clean up old items.

  4. Choose the email address you would like to make an archive for. Ensure you are selecting the email address above the inbox and not the inbox itself. This ensures the whole account is archived and not just the inbox.

  5. Choose the date you wish to archive emails older than (most commonly a year from today’s date).

    6. Provide a name and select the location where you would like to save the archive (pst) file.

    1. Click on Browse

    2. Select the location where you wish to store your archive file.
      • Note: Do not use a UBC Network storage medium to store your Archive file (ie. K, P, H drives)

    3. Give the filename a useful name for easy identification (ie. Archive2021, Inbox2019, etc).

7. Click OK.

8. Once the archive has been created, be sure to copy it over to your H drive for storage. This is to ensure if your device needs to be re-templated, that you wont lose that archive. Note:  You will have to close Outlook before copying the Archive file to you H: drive.

 
 
For more information or assistance, please contact the ITServices Helpdesk - 250.807.9000 or 855.807.9001.
(ONLY FOR UBC STAFF AND FACULTY, NOT FOR THE GENERAL PUBLIC)
Attached Files
There are no attachments for this article.
Related Articles RSS Feed
CRP Landing Page
Viewed 19672 times since Fri, Apr 3, 2020
How Do I Install AutoCAD LT (for Staff and Auxillary)
Viewed 5347 times since Tue, Apr 14, 2020
Camtasia install types for home and UBC computers
Viewed 3420 times since Fri, May 1, 2020
UBCO Shared Network Drives Migration -- What is it and what do I need to do?
Viewed 3668 times since Fri, Jul 10, 2020
Hours, Opening and Closing
Viewed 3694 times since Fri, Jul 4, 2014
MacOS Kernel System Extension Fix
Viewed 5860 times since Wed, Mar 31, 2021
What do I do if Office 2011 gives an error message that it may not work with my version of OSX.
Viewed 4693 times since Wed, Jul 30, 2014
macOS Setup Instructions
Viewed 3730 times since Tue, Apr 13, 2021
How do I reduce my Fasmail Mailbox size using the Windows version of Outlook?
Viewed 5944 times since Tue, Jan 20, 2015
MacOS - Change Scrolling direction
Viewed 4073 times since Tue, Apr 13, 2021