Tài liệu Archiving ppt

• Archive or Delete Old Items— Archives or deletes old items based on the default folder settings for archiving.. • Clean Out Items Older Than 6 Months— Select how many days, weeks, o

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Archiving

After several months of using Outlook, you'll have a lot of older information that you no longer need in your day-to-day work, but that you don't want to delete either—you never know when you'll need to reference it later

It's Archive to the rescue by providing an easy, automated way to move your older items

to another PST

By default, after you use Outlook for a couple of weeks, it will ask whether you want to use AutoArchive Select the AutoArchive button to view your AutoArchive settings, choose Yes to archive or No to cancel (see Figure 19.1)

Figure 19.1 AutoArchive offers to archive your old messages about two weeks after

creating your account

Whether you choose Yes or No, you can choose Tools, Options, Other, AutoArchive at any time and enable, disable, or change your settings (see Figure 19.2)

Figure 19.2 Use the AutoArchive dialog to configure your global archive settings Many of the settings can be set per folder by opening each folder's property sheet

Among the settings you can configure are the following:

• Run AutoArchive Every 14 Days— Determines how often you want to archive In

most cases, one or twice a month is often enough

• Delete Expired Items (E-Mail Folders Only)— Deletes messages that expired

• Archive or Delete Old Items— Archives or deletes old items based on the default

folder settings for archiving

• Show Archive Folder in Folder List— When enabled, the archive folder is listed in

the folder list and you can browse old items

• Clean Out Items Older Than 6 Months— Select how many days, weeks, or months

you want to keep items in your message store

• Move Old Items To:— By default, the archive folder is C:\Documents and

Settings\username\Local Settings\Application Data\Microsoft\Outlook\archive.pst You can browse to create the archive PST in a new folder and change the name of the PST, if desired

• Permanently Delete Old Items— Choose this option to delete items instead of moving them to the archive folder Items deleted using this setting are not

recoverable

Choose Apply These Settings to All Folders Now to set the global settings You can change the settings for individual folders as needed For example, you might want to keep older journal items or not archive some folders at all

Configure AutoArchive on the Deleted Items and Junk E-mail folders

to delete older items and you won't have to empty those folders

Retention policy settings are used for Exchange Server accounts only Configured by the Exchange administrator, the retention policy controls how long messages remain in users' mailboxes It's usually done to control mailbox sizes

After it's enabled, AutoArchive runs immediately and, in the future, on the schedule you selected

Should you want to archive one folder or archive your items between the selected archive times, you can force an AutoArchive on all folders or a selected folder at any time by choosing File, Archive (see Figure 19.3)

Figure 19.3 Use Archive to archive any folder or your entire message store at any time When you select a single folder, you can choose any date for the archive

Use Advanced Find to find items to delete because you cannot use File,

Archive to delete items from an individual folder Select the items in

the Advanced Find window and delete them Use Modified as the field

name on Advanced Find's Advanced tab Choose on or before as the

Condition and enter a date in the Value field

Archive looks at the last modified date on an item and uses that to determine what to back up, based on the premise that if you haven't touched the item in months, it can safely

be archived This often causes unexpected results when you expect items to be archived and they aren't In addition to opening or editing an item, Import and Export changes the modified date and will cause Archive to fail

Working with Archived Folders

When you need to read the items in your archive folder, use File, Open, Outlook Data File to open the file in your folder tree Don't use Import—you'll just need to archive them again, which is difficult because the modified date is the date of the import

If the archive was moved to a CD-ROM for storage, you'll have to copy it to your hard drive and remove the read-only flag by right-clicking on the archive file in Windows

Explorer, choosing Properties, and then removing the check from the Read-Only box

To remove an archive PST from your folder list, right-click it in the Navigation Pane and choose Close from the context menu

Alternatives to AutoArchive

Although AutoArchive makes it easy to keep your message store compact, it might

archive items you don't want archived Plus, by default, it archives items to just one file: archive.pst

AutoArchive doesn't work with IMAP or HTTP accounts

You can control the items you want to archive and choose to move them to different PSTs by moving the items yourself

Task: Create Your Own Archive PST

When you want to group items by project, date, or other criteria, or need to archive your HTTP or IMAP messages, you'll have to move the messages yourself

This enables you choose the messages you want to move out of the message store and put them in any PST you choose You can use this method to store all files associated with a project, including documents from your file system, in one PST

1 Add a new PST to your profile by choosing File, New, Outlook Data File and select the file format for your personal folders Choose Unicode unless you need to retain backward compatibility with older versions of Outlook

If you plan to store documents in the PST, remember that the Outlook 97–2002 PST format has a maximum size of 2GB

2

3 Browse to the location you want to store the folder in, usually your My

Documents folder, and enter a filename such as Johnson_2003 or 2003_2Q This helps you find the right archive set if you need it months later

4 Enter a short but descriptive name for the folder set, such as Johnson Project or

2003 April-June (see Figure 19.4) Click OK and Outlook creates the personal

folder and adds it to your folder list

Figure 19.4 Create a new personal folder to use for your archive Use a name that describes the contents and add a password if desired Remember: If you

forget the password, you won't be able to recover your data

5 Create new folders in the PST, if necessary You can move folders (and their contents) from your message store to the PST

6 Select the item(s) or folder, choose Edit, Move to Folder, and then select the folder

in your archive PST Use move, not copy, to preserve the message ID, which is what Outlook uses to track messages and replies

Use Advanced Find or Find All (on the context menu of a selected

message) to help you locate all the messages you want to move to your

archive folder

You can store files as well as Outlook items in the PST, including documents,

spreadsheets, or graphics This enables you to create archives by project and store all the related material together If the PST exceeds 2GB, use the Unicode format to ensure you can store all of your files together

After you've moved all the items to the folder that you want to move, right-click on it and choose Close to remove it from your folder list When you need to review the items or

files, use File, Open, Outlook Data File to reconnect it to your profile

There are a number of third-party utilities to archive your messages and Outlook items Look for the list of currently available programs at http://www.slipstick.com/addins/housekeeping.htm

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