Mar 06, 2017 I've got an executive who's asking for the 'Archive button' in the main ribbon in Outlook 2016. I've done some digigng and it seems that this is a feature released with v16.0.6741.2014 back in.
In Outlook 2010 Auto Archive is not enabled by default. To turn it on, click on the File tab to access Backstage View, then click on Options. The Outlook Options window opens then click on Advanced then the AutoArchive Settings button. The AutoArchive window opens and you’ll notice everything is grayed out. Check the box next to Run AutoArchive every Note: If you select the Permanently delete old items option, mails will not be archived. Now you can choose the settings for how you want to manage the AutoArchive feature. Select how often you want it to run, prompt before the feature runs, where to move items, and other actions you want to happen during the process.
After you’ve made your selections click OK. Manually Configure Individual Folders For more control over individual folders that are archived, right-click on the folder and click on Properties. Click on the AutoArchive tab and choose the settings you want to change for that folder. For instance you might not want to archive a certain folder or move archived data to a specific folder. If you want to manually archive and backup an item, click on the File tab, Cleanup Tools, then Archive. Click the radio button next to Archive this folder and all subfolders. Select the folder you want to archive.
In this example we want to archive this folder to a specific location of its own. The.pst files are saved in your documents folder and if you need to access them at a later time you can. After you’ve setup AutoArchive you can find items in the archived files. In the Navigation Pane expand the Archives folder in the list. You can then view and access your messages.
You can also access them by clicking the File tab Open then Open Outlook Data File. Then you can browse to the archived file you want to open. Archiving old emails is a good way to help keep a nice clean mailbox, help speed up your Outlook experience, and save space on the email server. The other nice thing is you can configure your email archives and specific folders to meet your email needs.
Hi Diane, First, you're awesome and thank you! Have been following your instructions on OfficeforMacHelp to move my Exchange messages to my Outlook for Mac 2011, after upgrading to El Capitan. Took 3 days of rebuild attempts and finally settled on the export using OLM using your instructions. Relatively smooth though I lost a chunk of data from my gmail which was ok because I didn't delete them from the server so I could re-download. I have also followed your advise to clean up all the junk on my Gmail server and now ready to re-download my much reduced email to my new identity. I have two accts: one Gmail and the other exchange (work). Size of my fresh identity size is around 8GB which is pretty big and I note your warning that my identity could get corrupted again.
I'm not worried about Gmail because I can get them from the server again - but my archived work emails are already removed from the server so i need them to be secure. They are all divided into subfolders by time period. Is dragging each folder out as.mbox (as you suggested) the best way of storing them? They should be less than 2GB per folder or I'll make them so. After I create the.mbox by dragging each folder to desktop, can I then reorganise them into a folder and store away in an external back drive? And when I need them, I just import them back to Outlook for mac, right?
Correct, both the.olm and.mbox files have to be imported to view messages. You can import the.mbox files back into Outlook 2011 but not Outlook 2016. You could use Apple Mail to view the.mbox files if you have moved on to the Outlook 2016. Mail will import all.mbox files with one process where Outlook 2011 makes you import each.mbox one at a time.
Only Outlook can import the.olm file. I personally don't like the.olm file because of this. Even Microsoft does not support their own formats for long periods of time. In Entourage we had the.rge file (same as.olm).
While Outlook 2011 can import.rge, Outlook 2016 cannot. Note: if you get a log file with.olm export, be sure to check the log. This only happens if you can't export everything. A couple of items is acceptable, but not a long list.usually attachments. You mentioned you had Gmail and Exchange. I would not import any folders from these accounts. They will be local and why bother, they will download from the server. It's only the local 'On My Computer' folders you need.
While the export as.olm doesn't allow you to exclude these, you can use Emailchemy to export as.mbox file. This shows you exactly which folders are under 'On My Computer'. Afterwards you can select to convert the local.mbox files to.rge for import into Outlook 2011.
BTW, I recently discovered, that I'm able to drag out messages to.mbox larger than the 2Gb. Still testing to see what limits there might be. Not sure when this change occurred. Emailchemy uses the larger.mbox file sizes. I've exported data from Outlook that was over 10GB for a single folder using Emailchemy. Emailchemy $29.95.
Thanks, Diane! 'You mentioned you had Gmail and Exchange.
I would not import any folders from these accounts. They will be local and why bother, they will download from the server.'
This is true fro my personal Gmail account. Unfortunately, our company email server (the Exchange account) has size limits and will delete anything in excess so I have to download to local folders if I want to keep my mails. Emailchemy, I will note but my requirement at this point doesn't justify the price. Besides, this is something I do once in a few years:-) Thanks for the additional tips too on the limitations of.olm &.mbox. Once again thanks for the clear, detailed and patient instructions.