Training presentation outlook 2007 manage your mailbox 4-archive old messages

Microsoft® Office Outlook® 2007 Training

Manage your mailbox IV: Archive old messages

St Augustine’s CollegeBreakfast Club

presents:


Course contents

• Overview: Archive mysteries solved

• Lesson 1: What’s that message all about?

• Lesson 2: Get fancy with Archive

Each lesson includes a list of suggested tasks and a set of test questions.


Overview: Archive mysteries solved

Are you perplexed every time Outlook asks you if you’re ready to archive your e-mail?

Here’s your shot at illumination: This course will show you just how Archive works.

Even better, you’ll find out how to make Archive work for you, exactly the way you want it to.


Course goals

• Set up Outlook to move e-mail to Archive folders automatically.

• Archive messages automatically or at any time you choose.

• Use different Archive settings for different folders to suit your needs.

Lesson 1

What’s that message all about?


What’s that message all about?

Is this message familiar?

Do you feel guilty when you click No in this dialog box because you’re not really sure what AutoArchive does?

Don’t worry. That’s what this course will help with.

And once you know the details, you just may feel more like clicking Yes (or at least feel okay with saying No).


Archive basics

So how does Archive work?

In this process, messages are moved automatically from your mailbox to a folder called Archive Folders.

1

2

3

To start the process, you’ll click Yes.

Messages are moved from your mailbox…

…to the Archive Folders folder.

The picture shows more detail:


Step 1: Make sure it’s on; decide how often

AutoArchive is turned on by default.

You’ll know it’s working if you’re periodically prompted with the “Would you like to AutoArchive…” message introduced at the beginning of this course.

If you don’t get those prompts, you can find out whether AutoArchive is turned on by looking in the AutoArchive dialog box.


Step 1: Make sure it’s on; decide how often

The picture shows the details.

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If the Run AutoArchive every check box is selected, AutoArchive is on. (And if you don’t like AutoArchive, you can turn it off from here by clearing the check box.)

The number of days indicates the frequency with which AutoArchive will run.


Step 2: Specify what “old” means

With AutoArchive, the messages are moved after you see the prompt, if you’ve selected that check box.

However, you do get to control a few things.

AutoArchive has several default settings. And they’re yours to change. This means that you get to specify what “old” means.


Step 2: Specify what “old” means

For some people, mail may seem old after two weeks; for others, it may be two months.

You choose the settings for when to archive messages in the AutoArchive dialog box, using the options shown in the picture.

Each time AutoArchive runs, anything that meets the “old” criterion will be sent to the Archive Folders folder.


Archive moves messages according to age

As mentioned earlier, Archive automatically moves messages according to age.

That is, messages move to an Archive folder when they achieve “maturity,” as determined by the setting you specify in the AutoArchive dialog box.

Maturity is based on how long a message sits around without your touching it — in other words, a message’s last modified date.


Archive moves messages according to age

Numerous actions can change the modified date (and time) of a message and will therefore affect when that message is archived.

• Forwarding • Replying • Replying to all

• Editing and saving • Moving • Copying


Suggestions for practice

1. Open the AutoArchive dialog box.

2. Review your AutoArchive settings.

Online practice (requires Outlook 2007)

http://office.microsoft.com/training/training.aspx?AssetID=RP102386741033&CTT=6&Origin=RP102386811033


Test 1, question 1

Outlook determines whether to archive a message based on which of these properties? (Pick one answer.)

1. Creation date.

2. Last modified date.

3. The date the message was received.


Test 1, question 1: Answer

Last modified date.

The age of a message is determined by when it was last modified.


Test 1, question 2

If you create a new subfolder in your mailbox, that subfolder will automatically be created in Archive Folders as soon as it contains messages that are old enough to be archived. (Pick one answer.)

1. True.

2. False.



True.

As soon as the subfolder contains messages that are old enough to be archived, Outlook will create the subfolder in the Archive Folders folder and move the old messages there.

Lesson 2

Get fancy with Archive


Get fancy with Archive

Archive can be very flexible.

You don’t have to archive only at the selected time intervals; you can do it any time.

And you don’t have to archive everything.


Specify exceptions

If you’d like to customize your archiving, Outlook makes it easy to take control.

You can archive different folders at different intervals — or not at all. You can set up archiving rules on a folder-by-folder basis.

You can also exclude entire folders from the process. It’s your choice.


Specify exceptions

You start by right-clicking the folder, clicking Properties, and specifying your custom settings, as the picture shows.

After you choose these settings, AutoArchive will just happen. That’s what makes it so easy.

Still, do remember to do periodic tune-ups. As you add folders, you’ll want to adjust their AutoArchive settings.


Make it happen when you want

Suppose your Inbox is getting messy or too full, and your regularly scheduled time for AutoArchive is a week away.

What can you do?

You can say, “Archive this now” by clicking Archive on the File menu.

Any messages that have reached their maturity date will be archived on the spot.


Archive calendar entries or other Outlook items

AutoArchive works with more than e-mail; it works with items from the Calendar and for Tasks as well.

And just as you can customize the Archive settings for e-mail, you can customize the settings for the Calendar folder or Tasks folder.

Note that when it comes to people, the rules for archiving do not apply. In Outlook, you keep track of people with Contacts, and Contacts are not archived.


Suggestions for practice

1. See where you can customize the settings for a folder.

2. See where to run Archive manually.

3. See the Archive settings for your Calendar.

Online practice (requires Outlook 2007)

http://office.microsoft.com/training/Training.aspx?AssetID=RP102386731033&CTT=6&Origin=RC102388191033


Test 2, question 1

It’s possible to have different AutoArchive settings for different folders in your mailbox. (Pick one answer.)

1. True.

2. False.



True.


Test 2, question 2

Which type of item is not archived? (Pick one answer.)

1. Contacts.

2. Tasks.

3. E-mail messages.



Contacts.


Test 2, question 3

If you want to archive, you need to wait for the “Would you like to AutoArchive” prompt. (Pick one answer.)

1. True.

2. False.



False.

There are other ways to start the Archive process, such as the Archive command on the File menu.


Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.

http://office.microsoft.com/training/Training.aspx?AssetID=RP102386761033&CTT=6&Origin=RC102388191033

Training presentation outlook 2007 manage your mailbox 4-archive old messages

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