Controlling inbox size

Your email folders grow as you send and receive emails, set tasks, create appointments and meetings. Not only does the information become dated, it slows down the performance of your inbox and wastes time when you search for items.

Your inbox also becomes dated, yet it's important to keep records. And if you're in a corporate environment with a limited mailbox size - dollars to doughnuts you're always pulling your hair out to get under limit so you can receive emails again.

There is an answer to this problem. Plus it's automatic and can be customised to a "T". Your solution is called Archives (note - Outlook Express does not have this function).

Why is archiving such a great solution?
1. Effective record keeping
By archiving instead of deleting messages, you'll keep records

2. Save disk space
Archiving uses compression, so archived items use less storage space. It is stored in a separate mail file, yet it opens and displays fully in your inbox.

3. Your inbox opens quicker
Because it's lost weight. My cheeky way of saying you've shifted file size out.

4. Cut down on your clutter
Archiving removes items from your mailbox and puts them in the archive file.

5. Automatic
Archiving works automatically. You'll get a little prompt saying "Want to archive your old items now?" All you have to do is say yes.

6. Individual settings
In Outlook each folder can have it's own archive settings allowing you to archive frequently or not at all.

AutoArchive
AutoArchive is on by default and runs automatically at scheduled intervals, clearing out old and expired items from your folders (except Contacts). Old items are those that reach the archiving age you specify. It could be four months, it could be two months, a year. The choice is yours.

What AutoArchive does with items

AutoArchive can do one or both of the following things for you:
1. Permanently delete expired items
2. Delete or archive old items to an archive file.

The archive file is a special type of data file.
The first time AutoArchive runs, Outlook creates the archive file automatically in the following location:

C:\Documents and Settings\yourusername \Local Settings\Application Data\Microsoft\Outlook\Archive.pst

If you don't see the Local Settings folder, it may be hidden. See Microsoft Windows Help for information about showing hidden folders.

Mirror image of your folders
When Outlook archives, it will set up a list of folders that directly match what you have in Outlook. They're all nested under Archive Folders in your Folder List. You work with the Archive emails the same way you work with items in your main Inbox.

If you decide you want archived items moved back into your main mailbox, you can import all the items from the archive file into their original folders or into other folders you specify or you can manually move or copy individual items.

By Debbie Mayo-Smith best-selling author and international speaker. For a free quick tip newsletter, vast collection of 'how -to' articles and other resources to help you work smarter and save time, come to www.debbiespeaks.co.nz

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