Summary

Managing mailbox size is crucial for Outlook speed and avoiding storage limits (quota). Archiving moves older emails to a separate storage file (PST), keeping your primary mailbox lean and efficient.

Prerequisites

• Sufficient disk space for the archive file.
• Outlook Desktop (Recommended for AutoArchive and manual exports).

Method 1: AutoArchive (Automatic)

1. Configure AutoArchive Settings

• Go to File > Options > Advanced.
• Scroll down to the Archive section.
• Click AutoArchive Settings...

2. Set Archiving Rules

In the AutoArchive dialog:

• Run AutoArchive every [X] days: Set the frequency (e.g., 14 days).
• Show archive summary before deleting: Check this to review what will be moved.
• Default archive file: Note the path (usually `C:\Users\...\Documents\Outlook Files\archive.pst`). You can change this location if needed.
• During autoarchive:

- Move old items to: Select this to move items (default action).

- Permanently delete old items: *Use with caution.* This deletes them, not archives.

• Archive items older than: Set the timeframe (e.g., 6 months).
• Include items with "Do not AutoArchive" checked: Usually unchecked.

3. Configure Archive Policy per Folder (Optional)

You can override the global AutoArchive settings for specific folders.

• Right-click a folder (e.g., Inbox or Sent Items) in the left pane.
• Select Properties.
• Go to the AutoArchive tab.
• Select "Archive items in this folder using the default settings" or "Clean out items older than X months" to set custom rules for that folder.
• Click OK.

- *Note: Changes to the Inbox folder propagate to subfolders unless their properties are manually set.*

Method 2: Manual Archive (Export to PST)

1. Export to a .PST file

Use this if you want to manually archive a specific date range or folder immediately.

• Go to File > Open & Export > Import/Export.
• Select Export to a file > Next.
• Select Outlook Data File (.pst) > Next.
• Select the folder to export from:

- Choose your mailbox name at the top to archive everything.

- IMPORTANT: Check Include subfolders.

• Click Next.
• Choose a destination and filename (e.g., `Archive-2024.pst`).
• Under Options, select "Export items older than" and choose a date.
• Click Finish.
• (Optional) Password protect the file.

2. AutoFinishing the Archive (Backup Strategy)

If you created the archive as part of a backup strategy:

• Close the archive file: In Outlook, find the archive in the left navigation pane (it might look like a separate account).
• Right-click the archive name in the left pane > Close "[Archive Name]".
• Copy the `.pst` file to an external hard drive or cloud storage.
• Remove it from Outlook (File > Account Settings > Data Files > select archive > Remove).

Method 3: Online Archive (Exchange / Office 365 Enterprise)

If your organization has "Online Archive" enabled:

• You do not need to create local PST files.
• Outlook will show an "Online Archive" mailbox in the left pane.
• Emails are automatically moved here based on IT administration policies.
• This method stores data in the Cloud, saving local disk space.

How to View Archived Emails

Not all methods require the file to be "open" in Outlook to view.

• If file is loaded: Look for the archive filename in the left navigation pane (below your main folders). Click to browse.
• If file is closed: Go to File > Open & Export > Open Outlook Data File. Browse to your archive `.pst` and open it. It will appear in the left pane.

Best Practices

• Don't archive to a network drive: PST files should not be stored on network shares as this causes corruption. Save to a local drive, then move to network/cloud storage for safety.
• Name files descriptively: Use dates or project names (e.g., `Warren_Home_Emails_Archive_2025.pst`).
• Backup Archives: Once archived, that PST file becomes a backup. Protect it.

Troubleshooting

• AutoArchive not running: Check that the "Run AutoArchive every X days" is checked and the timer has elapsed. You can manually run it by clicking File > Info > Cleanup Tools > Archive... (in some versions).
• "File is in use by another program": Ensure the archive is not open in Outlook and Outlook is fully closed before copying or moving the file.
• Errors during Export: Usually caused by a corrupted item. Try exporting specific folders one by one rather than the whole mailbox to isolate the bad item. Use SCANPST on the source file first (refer to KB-013).

When to Seek Further Assistance

If you hit your mailbox quota and cannot archive (or the archive files are becoming too large to manage), contact IT support to expand your storage quota or migrate data to a compliant server-side archive.