Outlook and Archiving

[Dave Holtz]

Can Outlook perform automated archiving of mailboxes? If so, is this an easy process?

I was told that Outlook's AutoArchive is not going to work the way I had hoped. The feature is useless unless it is enabled on each subfolder in the mailbox. The default for newly created subfolders is no archiving at all. This would be a pain to do on someone's mailbox if they have a lot of subfolders.

I find this hard to believe. I know of a company with thousands of Clients that use Outlook to perform automated archiving. Unfortunately I don't know how they implemented Outlook. My company has about 400+ clients. Given that we are considerably smaller, I would assume that Outlook's archiving should work just fine with us.

Your feedback is appreciated.

[Brian Long]

On 1/8/99 8:51:59 AM, Dave Holtz wrote:
> Can Outlook perform automated archiving of mailboxes? If so, is this an
> easy process?

I was told that Outlook's AutoArchive is not going to
> work the way I had hoped. The feature is useless unless it is enabled on
> each subfolder in the mailbox. The default for newly created subfolders is
> no archiving at all. This would be a pain to do on someone's mailbox
> if they have a lot of subfolders.

>snip<

Dave,

You must turn on auto archive for each new folder. It sounds bad, but the operation is simple and has its benefits.First go Tools>Options>Other>AutoArchive and set your options (global).Then right click the folder you want to AutoArchive and go Properties>AutoArchive and select AutoArchive (tales all of three clicks per folder). As you will see you can set archive options at the folder level wich is nice as folders are generaly referenced at differnet intervals. You will not want to archive all folders as all the items will be removed. Some folders (calendar, tasks, journal, sent items, and deleted items) are automatically archived.

Brian Long, MCSE

[Dave Holtz]

Hi Brian,

Thanks for responding. I have yet to see Outlook, but I assume it has an Inbox folder like Exchange Client. If so, do you normally archive the Inbox?

Also, given that people can create a lot of folders, how do you determine which ones to archive? I assume you have to create some standards so everyone gets the same folders archived. It would be nearly impossible to set archiving on every new folder a user creates.

Finally, if the Sent Items folder is automatically archived, what would happen if people create sub-folders under Sent Items? Would these automatically be archived as well?

Thanks again. This information if very valuable. We need to get some archiving policy in place to remove some stress off of Exchange Server. If you have any other recommendations I would appreciate it.

Dave


On 1/10/99 5:58:18 PM, Brian Long wrote:
> On 1/8/99 8:51:59 AM, Dave Holtz wrote:
> Can Outlook perform automated
> archiving of mailboxes? If so, is this an
> easy process?

I was told
> that Outlook's AutoArchive is not going to
> work the way I had
> hoped. The feature is useless unless it is enabled on
> each subfolder
> in the mailbox. The default for newly created subfolders is
> no
> archiving at all. This would be a pain to do on someone's mailbox
>
> if they have a lot of subfolders.

>snip<

Dave,

You must turn on
> auto archive for each new folder. It sounds bad, but the operation is
> simple and has its benefits.First go Tools>Options>Other>AutoArchive and
> set your options (global).Then right click the folder you want to
> AutoArchive and go Properties>AutoArchive and select AutoArchive (tales all
> of three clicks per folder). As you will see you can set archive options at
> the folder level wich is nice as folders are generaly referenced at
> differnet intervals. You will not want to archive all folders as all the
> items will be removed. Some folders (calendar, tasks, journal, sent items,
> and deleted items) are automatically archived.

Brian Long, MCSE

[Jamie Cummings]

Dave,

When you create sub-folders, the new folder does not inherit the archive settings of the folder
above. Archive settings must be set for every folder you create. Kind of a pain, but...

Jamie
On 1/11/99 10:21:39 AM, Dave Holtz wrote:
> Hi Brian,

Thanks for responding. I have yet to see Outlook, but I
> assume it has an Inbox folder like Exchange Client. If so, do you normally
> archive the Inbox?

Also, given that people can create a lot of
> folders, how do you determine which ones to archive? I assume you have to
> create some standards so everyone gets the same folders archived. It would
> be nearly impossible to set archiving on every new folder a user creates.
>

Finally, if the Sent Items folder is automatically archived, what would
> happen if people create sub-folders under Sent Items? Would these
> automatically be archived as well?

Thanks again. This information if
> very valuable. We need to get some archiving policy in place to remove
> some stress off of Exchange Server. If you have any other recommendations
> I would appreciate it.

Dave


On 1/10/99 5:58:18 PM, Brian Long
> wrote:
> On 1/8/99 8:51:59 AM, Dave Holtz wrote:
> Can Outlook perform
> automated
> archiving of mailboxes? If so, is this an
> easy
> process?

I was told
> that Outlook's AutoArchive is not going to
>
> work the way I had
> hoped. The feature is useless unless it is
> enabled on
> each subfolder
> in the mailbox. The default for newly
> created subfolders is
> no
> archiving at all. This would be a pain to
> do on someone's mailbox
>
> if they have a lot of
> subfolders.

>snip<

Dave,

You must turn on
> auto archive for
> each new folder. It sounds bad, but the operation is
> simple and has
> its benefits.First go Tools>Options>Other>AutoArchive and
> set your
> options (global).Then right click the folder you want to
> AutoArchive
> and go Properties>AutoArchive and select AutoArchive (tales all
> of
> three clicks per folder). As you will see you can set archive options at
>
> the folder level wich is nice as folders are generaly referenced at
>
> differnet intervals. You will not want to archive all folders as all the
>
> items will be removed. Some folders (calendar, tasks, journal, sent
> items,
> and deleted items) are automatically archived.

Brian Long, MCSE