There are two steps in setting up AutoArchive:

• Establish the Outlook AutoArchive properties.
• Establish the settings for individual folders. 

To set up the Outlook AutoArchive properties

• Click Tools on the menu and select Options.
• Select the Other tab.
• Then click AutoArchive.  The AutoArchive dialog box appears.
• Be sure that the AutoArchive Every check box is selected, and insert a number and time period.  AutoArchive will run the first time you start outlook each day.
• Put a check in the Prompt Before AutoArchive check box.  You will be asked to confirm the archiving before it starts.
• Click in the Default Archive File box and give your archive file a name or accept the default (recommend this be on your personal drive M:).

To set the AutoArchive properties for a folder

• Right-click the folder that you want to setup.
• Choose the Properties from the menu.
• Choose the AutoArchive tab.
• Fill in the Clean Out Items Older Than box.
• Be sure the Move Old Items To radio button is selected.
• Then name your archive file or accept the default name (recommend this be on your personal drive M:).

Retrieve Archived Folder

To retrieve an archived folder, use the Import and Export wizard. 

• Choose File, Import and Export...
• In the Choose An Action to Perform box, click Import from another program or file, and then click Next.
• Select File type to import from box, scroll down, choose Personal Folder File (.pst), and then click Next.  The File To Import dialog box appears. 
• Use Browse to select the file to import and click Next.
• Select Archive Folders from the Select the folder to import from box.  Click on Finish.

Automatically Purge Deleted Items When You Exit Outlook

• Go to Tools, Options
• Select the Other tab
• Check the box Empty the Deleted Items folder upon existing.
• Click OK

Use Advanced Find by File Size

Use the Advanced Find by File Size to search for those message that are taking up the most space:

• Select Tools, Advanced Find
• Select the More Choices tab
• Select Browse to select which folders to look in
• Under Size, choose greater than and then the message size in kilobytes (i.e., to search for message greater than 1mg enter 1000)
• Click on Find Now
• The results will be displayed. 

Use the Rules Wizard

You can use Rules to automatically move certain messages to a folder (such as a personal folder or the Deleted Items folder).  This is useful if you are always deleting certain emails or are always moving email with a specific subject header to a personal folder.

• Select Tools, Rules Wizard
• Click New
• Select which type of rule to create.  For instance, if you want to move all messages from a specific person or distribution list to a personal folder, select Move new messages from someone.
• Rule description will change depending on what type of rule you select.  
• Click Next
• From here you can setup several different conditions.
• Please note that if you are setting up a rule condition based on an email address, the sender either needs to be in the TCU Global Address Book or setup in your Contacts.  Click on people or distribution list to select the sender’s name.  
  Then click on the specified folder to select the folder where you want to move the message.
• Click Next.
• From here you can select other options on what to do with the message.
• Click Next.
• Here you can setup any exceptions.
• Click Next.
• You can specify a name for this rule.
• Check Run this rule now if you want.
• Be sure to check Turn on the rule.
• Click Finish.
• And then click OK.

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