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How to Archive Emails: Windows PC May 2018

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To archive email 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\). This file will only be available on the computer in which it was created. It is the users responsibility to transfer this file to a new computer (if necessary) and to periodically backup the file to avoid loss should the computers 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.

How to Archive Emails: Windows PC May 2018

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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.

How to Archive Emails: Windows PC May 2018

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4. The Account Settings dialog box will open. Either double click on your sandi.net email 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.

How to Archive Emails: Windows PC May 2018

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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, Youre all set! Simply click the Finish button at the bottom right and close any remanining dialogue boxes.

How to Archive Emails: Windows PC May 2018

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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.

How to Archive Emails: Windows PC May 2018

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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 (e-mail 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.

How to Archive Emails: Windows PC May 2018

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13. Then, click on Browse.

14. Next, click on OSDisk (C:).

How to Archive Emails: Windows PC May 2018

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15. Double click on the Users folder.

16. Then, double click on the folder with your employee ID number.

How to Archive Emails: Windows PC May 2018

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17. Make sure that the file directory field is pointing to your local profile directory; C:\Users\

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 districts Microsoft Network.

19. Finally, click on the, Apply these settings to all folders now button. Then click OK to finish.

IMPORTANT: Remember to Backup email files periodically to ensure they are not lost.

How to Archive Emails: Windows PC May 2018

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IMPORTANT: Once the Auto Archiving of your emails 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 email 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.

How to Archive Emails: Windows PC May 2018

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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.

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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.