Regular Housekeeping for Outlook Users   Related Topics

Be sure to perform regular housekeeping as described in the processes that follow.

Compacting Your Outlook Files

Archiving Outlook Files




Compacting Your Outlook Files

Outlook online help calls this “Reduce the size of a data file.”

A data file is a Personal Folders file (*.pst). If you delete items from a data file, the size of the file will not change unless you compact the file. Compacting the file might take several minutes.

  1. On the Outlook File menu, click Data File Management.

  2. Click the data file that you want to compact, and then click Settings.

  3. Click Compact Now. The Compacting process begins and may take several minutes to complete.



Archiving Outlook Files




Setting Up Auto-Archive

Set up the Outlook Auto-Archive feature to perform regular housekeeping.

  1. On the Tools menu, click Mailbox Cleanup.

    The Mailbox Cleanup dialog appears.


  2. Click AutoArchive. The Auto-Archive feature is turned on.




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Manually Archiving Folders to Be Backed Up on U:\

Complete the following steps to set the location of your Archive file so that it will be backed up when you run the backup script:

  1. On the Go menu, click Folder List.

  2. Select the folder that you want to archive.

  1. On the File menu, click Archive.

  2. Choose Archive this folder and all the subfolders.

  3. Choose an archive date, or accept the default.

  4. Click Browse … .

    The Open Personal Folders dialog appears.


  5. Browse to the path within your My Documents or Documents folder, and then open the Outlook folder.

  6. Choose an existing archive file or create a new file by typing a new name. If you choose an existing file, your newly archived items will add to the existing archive data, not replace it.

  7. Click OK.

    The items in the folder are moved out of the folder and into the .pst file that you specified. The Archive appears in your Folder List.

  8. To view the archived items again, open the Archive folder in your Folder List.


  9. Before you run the backup script, close Outlook.

  10. Run the backup script by clicking the Backup Files to Server shortcut on your desktop.

For more information on running the backup script, see File Backup and Retrieval—the U:\ Drive.




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Manually Archiving Folders to CD or DVD

IT Networks & Technologies suggests that users store archived Outlook information on a CD or DVD media. Follow the steps given above for backing up to the U:\ drive, and select the CD or DVD drive on your computer in step 7.




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Using Microsoft Outlook