Managing Your Outlook Account How to Archive and Retrieve Outlook Data

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Outlook Account Storage Limits at Marshall Determining Your Current Usage Back-up vs Archive Recommended AutoArchive Settings Helpful Hints for Managing Your Outlook Account Step-by-Step Guide to Setting Up AutoArchive Viewing Archived Items

Academic Information Services

USC Marshall School of Business

MANAGING YOUR OUTLOOK ACCOUNT Storage Limits All Marshall faculty, staff, and graduate students are given free storage on the Marshall Outlook Exchange servers. Faculty and staff are allotted 75 MB and graduate students are allotted 50 MB space for storing email. When a user is within 5MB of this limit, they are notified by email. If the “sending limit” is exceeded, a user will not be able to send email but will be able to receive email. When the mailbox size reaches 200MB for faculty and staff and 55MB for graduate students, no email can be sent or received. Users should delete unnecessary email messages and archive necessary messages to their N: drive (or an alternate media source such as a CD or removable hard drive) as described in this handout to ensure that they do not exceed the storage limits. Email warning that user is approaching “send limit”

Send Limit*

Send/Receive Limit

Faculty, Staff, 70MB 75MB 200MB Ph.D. Students Graduate Students 45MB 50MB 55MB *Send limit = Outlook account can no longer send email, but can continue to receive messages. What is your current usage? To determine the amount of space available in your Outlook account: a. Logon to the software version of Outlook (not Outlook Web Access) b. Right click the “Outlook Today” folder and select “Properties” c. Click the “Folder Size” button to determine how much space is available. (1MB=1,000KB) Back-up vs Archive Backing-up Outlook data creates a copy of the data for use if the original data is damaged. AIS creates a back-up of every mailbox on a daily basis for this reason. It is not necessary for Marshall users to create additional back- up files unless they prefer to have an extra security measure. Archiving is a method of moving e- mail messages, their attachments, tasks, notes, and calendar items off of the Marshall Outlook Exchange Server and into a PST file. PST files can be opened within Outlook if the user needs to access any archived email messages, etc. Archiving data automatically with the AutoArchive feature of Outlook is the most efficient manner to manage your account and keep your mailbox from exceeding its size limit. Recommended AutoArchive Settings To increase efficiency and maintain their storage limit, users must archive or delete email on a regular basis. AIS recommends setting the AutoArchive feature as follows: • AutoArchive set to run every 30 days • AutoArchive set to move messages older than four months to a PST file • Default archive file location N:\Outlook\Archive.PST Step-by-step instructions on AutoArchiving are included in this handout beginning on page 4. Alternate archiving options are available at the AIS web page. Heavy users of Outlook may require a more frequent archiving plan to keep their mailbox size under their approved size limit.

Managing Your Outlook Account

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Academic Information Services

USC Marshall School of Business

Helpful Hints for Managing your Outlook Account 1. Since the largest folder in a user’s mailbox is often the “Sent Items” folder, set the AutoArchive feature on this folder to archive more frequently than your other folders. 2. Manually move e- mail with large attachments to the archive file. This way the mailbox space will not be used and there will still be a back up of the e- mail and attachment. 3. Archive files do not count against the mailbox quota because they are saved to another location (usually an N: Drive or removable media such as a CD). 4. Each folder within an inbox can have a different archive setting if needed. 5. Contact items can be copied or exported to a file for back-up but cannot be archived. 6. When the archived file (PST) is opened in Outlook, items will appear in your folder list until you close the archive file. When the archive is open, you can reply, forward, or delete archived items just as you would any e- mail item or calendar item. Further, you can easily move items out of the PST file back into your regular Outlook folders.

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Academic Information Services

USC Marshall School of Business

SETTING-UP AUTOARCHIVE AutoArchive is an automated procedure that can be made to delete older items or move them to a file on a hard, network, or floppy drive. Setting- up auto archive is a two-step process: first, turn on auto archive then set the archive properties for each folder. Note that new folders will not inherit their parent's archive settings.

Step 1: Turn On AutoArchive This first step turns on AutoArchive, specifies how often it will run, and creates the default location of the archive file. Note that this is simply specifying how often AutoArchive runs, not how long an item has to be in a folder before it is archived. 1. From the menu, click: TOOLS – OPTIONS 2. Click on the "OTHER " tab. 3. Click the "AUTOARCHIVE" button. 4. Set how often to run auto archive. If this is not checked, then AutoArchive will not run. Note that this specifies how often AutoArchive runs, not which messages should be backed up. AIS recommends setting this command to every 30 days. 5. Set to be prompted about archiving or not. 6. Set the location of the archive file. AIS recommends N:\Outlook\Archive.PST 7. Click "OK".

Step 2: Set Archive Options for Each Folder 1. 2. 3. 4. 5.

Right mouse click one of your e- mail folders ("Inbox" for example). Select “Properties” then the “AutoArchive” tab. Check "Clean out items older than" and then set the expiration date of items to be affected. Set what is to happen to expiring items (moved or deleted -- see below.) Click "OK". Clean Out Items Older Than: This allows you to set the expiration date for items going into the folder. AIS recommends setting this command to “older than 4 months” Move Old Items to: If checked, rather than being deleted, an expiring message will be added to the archive file on your hard drive or network drive. Permanently Delete Old Items: If checked, an expiring message will be deleted rather than archived.

Managing Your Outlook Account

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Academic Information Services

USC Marshall School of Business

VIEWING ARCHIVED ITEMS Opening an Archive File This allows you to view archived data but does not import the data back into your account on the Exchange server. Once the archive file is open, items within it can be treated as you would any Outlook item. Messages can be replied to, forwarded, deleted, or even dragged back into one of your regular Outlook folders. Outlook 2000 1. Use the menu to display your folder list: View – Folder List 2. From the menu, click: FILE - OPEN 3. Select “Personal Folders File (.PST)”. 4. Browse to the location of your archive file and select it. 5. Click “OPEN”. An “Archive Folders” branch should appear at the top of your folder list. 6. Click the plus signs until the desired archive folder is visible. 7. Click the folder you wish to view then open the message you wish to view. Outlook XP 1. From the menu, click: File – Open 2. Select “Outlook Data File…” 3. Browse to the location of your archive file and select it. 4. Click “OK”. An “Archive Folders” branch should appear at the top of your folder list. 6. Click the plus signs until the desired archive folder is visible. 7. Click the folder you wish to view then open the message you wish to view. You should now see the archive folder in the folder list and be able to view and search for items just as you would in your mailbox. Closing the Archive Folder 1. Right mouse click the “Archive Folder” on your folder list. 2. From the pop- up menu, select “Close Archive Folders ”. Whether or not you need to be connected to the exchange server (online) to open the archive file depends on how your version of Outlook has been configured. If Outlook has been configured for "On-line" mode only, then you will need to be online to open the archive even if your PST file is stored locally. If Outlook is configured for "Internet only" or "Offline Mode", then you do not need to be online to open the archive. If your archive file is saved to the N: Drive as AIS recommends, you can access the file via a File Transfer Protocol (FTP) program when you are off-campus. Simply download the PST file to you offcampus computer and open the file in Outlook. For more information on accessing your N: Drive from off-campus, please see the AIS ha ndout for the use of WS_FTP or Webdrive at: http://www.marshall.usc.edu/web/computing.cfm?doc_id=770

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