Start – Organizing your Outlook mail for archiving

Start – Organizing your Outlook mail for archiving
Start the Outlook archiving process by creating a working Archive folder in your Mailbox where
you will place and organize all mail messages that are going to be archived.
1. Open Outlook 2010
2. In Outlook, right – click on your Mailbox and select New Folder as below:
3. In the Create New Folder window, name your new folder Archive and click OK
You should now have a new folder in your Outlook Folder List named Archive. This is
where you will temporarily store any mail messages you wish to archive and back up
TIP: You might want to create sub-folders under
the „Archive‟ folder relating to time periods (i.e.
“2011”) or simply mirror the structure of any subfolders already present in your Inbox to keep your
organization of mail consistent. You can create as
many sub-folders in the new Archive folder as
you wish by simply right-clicking on it and
selecting New Folder.
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Moving mail messages to your Archive folder in Outlook
Select one or many email messages that you want to move to the Archive folder.
TIP – You can select multiple email messages by holding CTRL and clicking on
each message you want selected. If you want to select a range of messages just
click on the first message, then hold SHIFT, and click on the last message.
2. Right-click on the selected messages and choose Move -> Archive
NOTE – if the Archive folder doesn’t show up the first time click on Other Folder
at the bottom of the list and choose the Archive folder.
After you have moved all the messages that you want to archive
into the Archive folder please proceed to Archiving Step 1 on the
next page.
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Archiving Step 1 – Create an archive (PST) file
1. In Outlook click on New Items -> More Items -> Outlook Data File
2. Choose My Computer from the left side of the screen then choose Local Disk (C:)
3. Under the File name section type in the name for the archive and Click OK.
We suggest using your username and date. I.E. morganc archive 201209213
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4. You will be given the option on creating a password for the archive file. We suggest you
DO NOT type in a password and just hit OK.
Moving files to your archive (PST) file
You are now ready to move mail messages into your Archived Mail folder in
Outlook. Here’s how:
1. Right-click on the Archive folder that
you created to temporarily store your
email messages and select Copy
2. In the Copy folder window scroll
down the list of folders and select the
name of your PST file (eg. brownj
archive 20120921).
Hit OK.
3. In preparation for backing up your new
mail archive to USB or CD please
close the PST folder by right-clicking
it in the folder list and choosing Close.
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Archiving Step 2 – Backing up and testing your PST files
Any time that you export messages to a PST file in Outlook you should take the time to backup
and archive.
Backing up to a USB drive
1. Plug your USB drive into the computer.
2. Double click on the My Computer icon on the desktop.
3. Find the email archive file in the Local Disc (C:). Right-click on the file and select
4. Go back to the main My Computer screen and select your USB drive.
5. Paste the copied file onto your USB drive.’
Backing up to a CD drive in Windows XP
If you do not wish to back up your e-mail archive file to a USB drive, you can also create a
backup copy on a CD. To do this, your computer will need a CD writable drive.
1. Place a blank CR-R in your CD drive.
2. Find your email archive file by going to My Computer and Local Disc (C:).
3. Right-click on the PST file and select Send to -> CD/DVD.
4. A balloon will appear in the bottom right corner of the screen. Click on this.
5. The file will appear in its own window. Click on Write these files to CD to start the
6. Follow the steps in the CD creation wizard to back up your email archive file to CD.
 NOTE: Windows XP can only create CDs via the method above. It cannot create
DVDs to store your PST files.
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Testing your email archive (PST) file backup
After backing up your email archive to CD or USB you should test to ensure the files is still
working. To test the archive file please follow these steps:
1. Go to My Computer and to the Local Disk (C:). Create a new folder called Restore.
2. Copy the email archive file from your CD or USB drive to this folder.
3. Right-click on the email archive file in the Restore folder and select Properties.
Ensure that the Read-Only checkbox is NOT checked.
4. Open Outlook 2010
5. Select File -> Open -> Outlook Data File
6. Browse to the Restore folder you created, select your email archive file and hit OK.
7. The email archive file should now be in your Outlook folder list. Look at the contents
of the file and ensure everything is there and accessible.
8. Close the email archive file by right-clicking on the folder and choosing Close.
9. You can now delete the contents of the temporary Archive folder (we created this at the
beginning of the process) that was in your mailbox. You can use it in the future to
archive more email.
Moving Forward – Maintaining your Outlook email archive
Once you have created your archive, it will always be there in the form of a PST archive file
located on the hard drive of your computer. This means that you do not have to follow the
“Archiving Step 1” portion of this document again. To manage your Outlook mail archive from
this point forward, simply do the following:
1. Use the temporary Archive folder you created earlier as your day to day repository for email messages that will be archived. Drag and drop mail messages that you will
eventually archive into it – See page 2 for details
2. Once or twice a year, move the entire contents of the Archive folder in your Mailbox into
the email archive file folder at the bottom of your Outlook folder list. This will remove all
the messages from your active Outlook mailbox and store them in the email archive
(PST) file – See page 4 for details
3. Back up the PST file to USB or CD and do a test restore – See pages 5/6 for details
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