Archiving andMailbox Limits

Archive SettingsProperties dialog: You want this radio button entitled, Archive this foulder using these settings: so you can have it Clean out items a bit faster than the default and be sure that it is moving items off the exchange server at 123 and into your I:\Archive.pst file.

AutoArchive Settings

To review and modify AutoArchive settings, click Tools | Options | Other tab and then click AutoArchive, which will open the AutoArchive dialog form.

You can see by the Move old items to field that AutoArchive will move old items to the Archive  file: I:\Archive.pst.   If you do not see this file listed, use the browse button to locate the file. However, it is important to note that clicking OK merely applies the setting to the Mailbox and does not run the archive. (The archive will run whenever the 14 day cycle passes.)


Archive Now, According to Settings

To run the archive according to the settings you specified, click File | Archive and then select the first option, Archive all folders according to their AutoArchive settings. When you click OK, the archive will run and your status bar (lower right corner of screen) will show it running. Tip: Let it run without interruption, which may take a few minutes.

Folder-Specific Archive Settings

Sometimes users want to have an AutoArchive configuration that includes a default archive setting for six months for the Mailbox, but want to archive the Inbox and Sent Items folder after one month. To do this, set the default setting inside Tools | Options as previously described.

To set the Inbox folder, right-click the Inbox folder icon in the folder list and select Properties. Next select the AutoArchive tab and then select Archive this folder using these settings, and specify your settings in the fields provided.

Mailbox Size Limits

Each ALA user in entitled to 250 megabytes of storage space on the Exchange mail server. All information stored in your Mailbox, which includes Inbox and all subfolders, Contacts, Calendar, Tasks, Notes and Sent Items counts toward this total.

When your mailbox gets above 270 megabytes, you will not be able to send messages, and if it reaches 300, you will not be able to receive messages. To ensure that you receive all your e-mail messages, you must regularly clean out your Outlook Mailbox. It is your responsibility to routinely remove attachments, archive important mail, delete spam, messages, and folders that are no longer important. Each of these strategies will reduce the size of your mailbox.

Weekly Review of Mailbox Size

Review your mailbox size once a week to help you determine how much time to allocate to archiving or otherwise managing mail. The size of your Mailbox can be determined with three mouse clicks:

  1. Right click the Mailbox icon in the folder list.
  2. Click Properties.
  3. Then click the Folder Size button in the Properties dialog form.

Clicking on the Server Data tab will show you how much space your e-mails are currently using. 

  • You can also go to the Tools menu and select Mailbox Cleanup, then View Mailbox Size, and then Server Data to get to the same place.

About Local Storage (Archiving)

Messages can be moved out of your Exchange mailbox and into an archive folder which is labeled Archive in your Outlook folder list.  This archive folder is called a Microsoft .pst file and is located on your I drive called I://archive.pst.  The archive does not have a size limit, so it is ALA Best Practice to move important items to this area. You will always be able to view the contents of the Archive file via the folder list in Outlook and it is not necessary to browse directly to the I: drive. Local storage folders are easy to find if you navigate Outlook folders using the Folder List (View | Folder List).

Your Archive

  • All users have an archive file, created by default with a network location called I:\archive.pst.
  • You will be able to read and edit information stored in the files just as you would in your Mailbox, but only while you are on a networked computer. Archived mail messages are not available in OWA.
  • The Archive file allows manual moving and additionally responds to the AutoArchive settings found in Tools | Options | Other.
  • Can be created manually by any user, as needed.
  • Their storage location is specified at creation, although the Inbox is the standard Outlook location for creating folders.
  • Users will be able to read and edit the information stored in their folders, including archive folders, when they are on the network.