“Old” email does not necessarily qualify as messages you no longer need. The last Tech Byte addressed how to group and sort email messages to easily purge mail folders of outdated and unwanted mail. This edition describes how to archive messages for later retrieval while saving space on the server.
What is archiving and why care?
Archiving helps manage mailbox space by moving messages to another folder, usually located on the computer’s hard drive. This frees up space on the server and in the active mail folders.
If Using Outlook (PC):
● Items can be either manually or automatically archived.
● AutoArchive feature in Outlook is activated by default and runs automatically at scheduled intervals.
● There are two sets of AutoArchive settings: global and per-folder settings.
--Global settings determine whether AutoArchive runs at all and what it does by default with the items in any Outlook folder (except Contacts, which is not affected by AutoArchive).
--Per-folder settings override the default settings.
--If AutoArchive settings for a specific folder are not specified, the folder will not be archived.
--Default and per-folder settings apply to the current mailbox only.
--Items can also be manually archived.
● To turn on AutoArchive:
1. On the Tools menu, click Options, and then click the Other tab.
2. Click AutoArchive.
3. Select the Run AutoArchive every n days check box.
4. Type or choose a number in the box for how often AutoArchive should run.
● For more information about using 1) AutoArchive, 2) manually archiving items, or 3) finding and restoring archived items, check out this website: http://office.microsoft.com/en-us/outlook-help/introduction-to-autoarchive-in-outlook-HA010242061.aspx?CTT=1
● For help with other Oultook features visit: http://office.microsoft.com/en-us/outlook/FX100647191033.aspx?CTT=96&Origin=CL100626971033
If Using Entourage (Mac):
1. In the folder list, select Folders on My Computer; next go to the File Menu and select New and then Subfolder.
2. Enter a name for the folder, such as “Saved Messages.”
3. Now see the new folder under the Folders in the My Computer section; repeat the previous steps to create as many local folders as needed.
4. Select the Exchange folder that contains the messages to be moved.
5. Select the messages to be saved to local folders. (To select multiple messages, you can hold down the Apple/Command key and click the desired messages. To select all messages in the folder, go to the Edit menu and select Select All.)
6. Drag the messages to copy them to a local folder. To move the messages, go to the Message menu, select Move To, and click the desired local folder.
Entourage directions borrowed from http://www.usc.edu/its/email/entourage/local.html
*This Issue’s Techno Term:
Term: nybble (or nibble)
Definition: a set of four bits; there are eight bits in a byte; therefore, a nybble is half of one byte Example in a sentence: While it may take the average person several nibbles to equal one bite of a cookie, in the computer world, two nybbles always equal one byte.
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Additional information is available at the Computer Training Website; in addition, an archive of previous Tech Bytes issues is located at http://www.callutheran.edu/iss/training/tech_bytes/