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rchiving your email is a useful practice to adopt as you continue to use Microsoft Outlook 2007 and your new Microsoft
Exchange server account. Over time, you will receive many emails that contain important information which you may find
useful in the future. You may need to refer to these emails periodically, but instead of allowing these emails to clutter your
·
, you can choose to archive Outlook email and store them on your 
   

 for future reference.

lso, it is important to note that each user on the Exchange server will have an initial quota of 1 GB for e-mail and
calendar storage, with a maximum of 2 GB. Going over this quota will negatively affect performance. It is therefore
advised that you archive your older email to avoid exceeding this quota. dditional information for maintaining your new
Exchange e-mail account can be found at http://www.oit.duke.edu/email_messaging/exchange/index.html

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hen you archive an email in Outlook 2007, it will be transferred to an archive data file located on your hard drive by
default at:

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The emails you choose to archive will be stored in this data file. Because the archive is stored on your PC, you can
periodically back up the file by navigating to the path listed above, copying the
$ % data file, and pasting it to your

   

 . You may also paste the
$ % data file to a flash drive or an external hard drive, but this
should only be done as a secondary precaution, as your 
   

 should be primary location for this
backup.

This way, you can be sure to have an easily accessible backup of your archived email should your computer experience
hardware or software problems.

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Setting up a manual archive is the recommended method for keeping a backup of your email. If you archive your email
this way, you can be sure you have retained your important email for future use. Once you are have sorted your email
into folders listed by year on the Exchange server, simply highlight an email you wish to archive, go up to 
 and select

. You will be presented with the
$ window, which looks like this:

Reach the Technical Support Center via e-mail at help@fuqua.duke.edu

The Technical Support Center Online is located at http://it.fuqua.duke.educ
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By default, the
$ window will have selected the appropriate parent folder of the email you just selected. First, take a
look at the 

 
drop down list, and select the appropriate date that defines how old the email
should be before archving. If you wish to use today¶s date, simply click the   button. †ext, select


 
  , and continue by clicking . Please do not change the 

 settings. For the
purposes of this example, I have chosen a folder called ""1 , although your folders should have titles reflecting
the year in which the email was created.

fter clicking , wait a moment, and then take a look at your 
 

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, which is typically on the left hand side of
the Outlook window. You should see that a 
0 
2
 named 
  has been created. The folder
on the Exchange server you have selected for archiving, along with the emails you¶ve defined by date, now reside on your
hard drive instead of on the Exchange server.

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Reach the Technical Support Center via e-mail at help@fuqua.duke.edu

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From this point on, you can manually drag and drop emails from the folder on Exchange server to the folder under the

  location to make an archived copy, or use 
"
 and define a date as you have previously
done to relocate the email entirely.

lso, you may set up Outlook¶s  

 function to automatically archive email in the folder on the server to its
respective 
  location.

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If you would like to set up Outlook¶s  
 function to automatically create an archive of emails contained in a
specific folder on the Exchange server, simply right click the folder on the server and select ! 
. Then, select the
 
 tab.

Once you have opened the  

 tab, select 

 

 

, and make the
appropriate configurations. In this example, I¶ve instructed  
 to archive any email in the ""1  folder
located on the Exchange server that is older than three days.

 
 will remove the email from the server and place the email in the   
 , which is the ""
1  folder I¶ve created under the 
 group previously.

lternatively, you can instruct  

 to permanently delete items instead of archiving them, although this is not
recommended. It is only advisable to delete items on the Exchange server once and your quota is close to being met,
and only after you¶ve manually archived them.

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Reach the Technical Support Center via e-mail at help@fuqua.duke.edu

The Technical Support Center Online is located at http://it.fuqua.duke.educ