On the next screen make sure that “No, do not delete items” is selected.Ĥ. Next we need to choose the name of the file we will be saving. Choose one of the categories you created earlier.ģ. On the screen that appears, deselect all check boxes except mail, then click the radio button for “Items that are in the category:”. Click the “File” menu dropdown then click “ExportĢ. To do so follow these steps, again, use the screenshots to guide yourself through:ġ. Once you’ve gotten this taken care of, we can get to exporting. If you’ve highlighted many messages (say, 15,000 from all of 2010) expect this to take a little bit. Doing this will make things easier later. From here add a new category and name it something that describes the mail you are categorizing.
To categorize mail, simply highlight the messages then click the categorize button on the toolbar. This involves categorizing the mail we want to archive, then exporting it out of Outlook. Once we know how we are going to archive, we can actually get to the archiving bit.
Some things to think about are archiving folders that are for past clients or defunct projects or perhaps archiving large emails. If this is the case you’ll need to devise another archiving schema. The more folders, the more painful this becomes. If you want to do this by date in Outlook 2011, you need to touch every folder. Makes sense, no? The problem is there are some of us who create subfolders in the inbox. Most will choose to archive their oldest emails. There’s a few guidelines I can offer on how to best tell which mail is suitable for archiving, but this will vary from person to person. Lastly, after importing this mail back into Outlook, we need to delete the mail from your inbox to free the space.ĭetermining what mail needs to go into the archive involves a bit of planning. Secondly, we need to process these emails and export them from Outlook
To best proceed let me outline the major steps we’ll be going through, then I’ll delve into detail on each.įirstly, we need to discern which emails will be labeled as those we are to archive Yes, I’m sorry, the Internet is not as kind as we’d like. Solutions I’ve found online do not protect you in this manner and leave open the possibility of losing everything. It takes a bit of diligence, as there are a few steps involved, but if you follow them you’ll not only accomplish the intended goal, you’ll effectively create a backup of your archived mail as well. Getting those emails stating your mailbox is full? Not getting mail because of it? Tech Support urging you to archive but you aren’t sure how to because you use Outlook 2011? Fear not! There’s a solution.
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