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Using Autoarchive

AutoArchive is on by default and runs every 14 days. However, you can modify the archive settings.

1. From the Tools menu, click Options.

Tools Menu

2. Click the Other tab, and then click AutoArchive.


3. Select/adjust the options as desired. Click OK when finished.


a) Run AutoArchive every allows you to choose how often you want AutoArchive to run.

b) Select Prompt before AutoArchive runs if you want Outlook to provide a reminder message before starting the process. You can click No to cancel the process, if desired.

c) Select Delete expired items (e-mail folders only) if you want messages to be deleted when they expire (six months for the Inbox and Drafts; three months for Sent Items) instead of archived.

d) The Archive or delete old items selection activates options that enable you to decide which items are archived and which are deleted when they reach the end of the aging period. Then choose additional settings to apply to both archiving and deletion.

e) Select Show archive folder in folder list to have the Archive folder listed in the Navigation Pane. In the main Archive folder, you can open the subfolders and view your archived items, thus allowing you to drag items back to a working folder.

f) Clean out items older than means to archive/store items. It does not mean delete. You can set a time of one day up to 60 months.

g) Move old items to allows you to adjust the default location.

h) Permanently delete old items allows you to delete expired items instead of moving/archiving them. Please note that they are permanently deleted, not just moved to the Deleted Items folder.

i) Do not select Apply these settings to all folders now if you want to specify different settings for one or more folders. (Please see Customizing AutoArchive Settings for Individual Folders)

j) UIS does not use retention policies.

4. You can manually start an archive by choosing Archive from the File menu.

AutoArchive from File Menu

Customizing the AutoArchive Settings for Individual Folders

1. Right-click the individual folder and click Properties.

Mail Folders

2. Click the AutoArchive tab.


3. Make the appropriate changes and click OK.

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