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Outlook 2011 For Mac – Auto Archiving Mail – KB10392215

KB10392215

Outlook 2011 For Mac – Auto Archiving Mail

This article explains how to create a rule to automatically archive email in Outlook 2011 for Mac.

Archiving in Outlook 2011 for Mac is achieved using rules to automatically copy over messages older than a set number of days into a local folder. These steps demonstrate how to automatically move mail out of your Exchange mailbox, and place it on your local computer’s hard drive. Please keep in mind archived messages will not be viewable through Outlook Web App (OWA) because they are no longer stored on the Exchange server. Once this mail is moved out of the Exchange mailbox system, you will be the only one who has a copy.

Viewing Local Folders

Ensure you can see the On My Computer folder in Outlook 2011.

      1. In Outlook 2011, click on the Outlook menu at the top of your screen, choose Preferences, thenGeneral.
      2. Uncheck the box that says Hide On My Computer folders.
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      3. Close the General Preferences window.

Creating Local Folder to hold Archived Mail

      1. Right-click (or ctrl-click) the On My Computer heading (probably at the bottom of your folder list) and choose New Folder.
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      2. Give your folder a name such as Archived Mail.

Creating Archiving Rule

      1. Go to Tools > Rules.
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      2. With Exchange selected from the On My Computer section, click the + near the bottom of the window to create a new rule.
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      3. Name the rule from “untitled” to something meaningful like “180 Day, Auto Archive.”
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      4. In the section called When a new message arrives: define the criterion as “Date Received” + “is Greater than or equal to” + “180” … days old to apply to messages older than 180 days (for a 6-month archive rule).
      5. In the section called Do the Following: define the action as “Move message” + “Archived Mail (On My Computer)”
        Note: If you do not see the folder you wish to archive to, you will need to click on the drop-down arrow next to “Move Message” and select Choose Folder… then search for the archive folder. Under the folder name, the location “On My Computer” should be displayed.
      6. Click the checkbox for Enabled.
      7. Click OK.
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      8. Close the Rules window.

Running the Archiving Rule

    1. To apply it to all mail in your inbox that is already six months or older, highlight the proper inbox, then select Message > Rules > 180 Day, Auto Archive. The first time this rule is run, it can take several minutes.
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      Note: If you have arranged your inbox folder into sub-folders, you will need to run this rule on each folder individually.

Viewing the Archives

To access your archived mail, click on the folder you designated under the On My Computer section.

Outlook 2010 / 2013 AutoArchive KB10392154

~ Please note these setting are identical in 2010 and 2013 ~

Step 1: Click on the File tab and click on Options

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Step 2: Click on Advanced then the AutoArchive Settings button in Outlook Options window.

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Step 3: Now configure AutoArchive feature in AutoArchive window.

  1. Check the option of Run AutoArchive every x days;
  2. It’s optional to click the Browse button behind the Move old items to: box, and specify a new destination folder for older items.
  3. Click the button of Apply these settings to all folders now.

Note: If you select the Permanently delete old items option, mails will not be archived.

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Step 4: Click all OK buttons to finish the configuring.

 

~ done ~