Instructions on How to AutoArchive Email in Outlook 2010
Introduction Purpose of Instructions Microsoft Outlook 2010 is a professional email application that manages incoming and outgoing emails. Your Inbox can become cluttered with emails that you may want to retain for your own records. Archiving is taking emails that you want to retain and moving them from your email folders into a different folder and location to save them. This will keep your Inbox more organized and will help prevent the wanted emails from being deleted accidently through daily email checking and deleting. These easy to follow instructions will guide you step by step through the process of setting up AutoArchiving.
Description AutoArchive AutoArchive will automatically archive (save) emails that are in your inbox, deleted items, drafts, outbox, and sent items. Any items that are in the previous listed folders will be automatically archived according to the default or customized settings. These settings will determine which folders and how often Microsoft Outlook 2010 will automatically archive. Required Equipment or Materials Equipment and materials needed to successfully set up AutoArchive includes the following: a computer or laptop with Windows 7 Operating System, installed Microsoft Office 2010 with Microsoft Outlook 2010, a mouse or touchpad, and a keyboard.
NOTE: Terms and Definitions are located on Page 12.
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Step by Step Instructions: How to AutoArchive Email in Microsoft Outlook 2010 NOTE: You can skip steps 2-4 if you have an Outlook 2010 shortcut on your desktop. 1. Turn on your computer.
2. Click on the Start button at the lower left hand side of the screen (see Figure 1 - Locating the Start Button). Figure 1: Locating the Start Button
Source: Microsoft Windows 7
3. Click the All Programs button (See Figure 2 - Locating the All Programs button).
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Figure 2: Locating the All Programs Button
Source: Microsoft Windows 7
4. Locate the Microsoft Office folder and click to open (See Figure 3.1 – Locating the Microsoft Office button).
5. Click on the Microsoft Outlook 2010 button to open the program (See Figure 3.2 – Microsoft Outlook Program).
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Figure 3: Locating the Microsoft Office Button
3.1
3.2
Source: Microsoft Windows 7
6. Microsoft Outlook 2010 should now be open (See Figure 4 – Microsoft Outlook 2010).
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Figure 4: Microsoft Outlook 2010
Source: Microsoft Windows 7
7. Click on the File tab at the top left hand side of the screen (See Figure 5 – File Tab).
Figure 5: File Tab
Source: Microsoft Windows 7
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8. In the File tab dropdown list, click on the Options button (See Figure 6 – Locating the Options Button).
Figure 6: Locating the Options Button
Source: Microsoft Windows 7
9. Clicking the Options button opens the Outlook Options dialog box (See Figure 7 – Outlook Options Box).
10. In the Outlook Options dialog box, click on the Advanced button (See Figure 7 – Advanced Button).
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Figure 7: Outlook Options Dialog Box
Advacnced Button
Source: Microsoft Windows 7
11. After clicking the Advanced button, locate AutoArchive and click on the AutoArchive Settings button (See Figure 8 – AutoArchive and AutoArchive Settings).
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Figure 8: AutoArchive and AutoArchive Settings
Source: Microsoft Windows 7
12. After clicking on the AutoArchive button, the AutoArchive dialog box will appear (See Figure 9 – AutoArchive Box).
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Figure 9: AutoArchive Dialog Box
Source: Microsoft Windows 7
13. Click in the box next to Run AutoArchive and this will turn on the default settings (See Figure 10 – Default AutoArchive Settings).
NOTE: It is recommended that you use the default settings, unless you are an advanced user.
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Figure 10: Default AutoArchive Settings
Default Settings
Source: Microsoft Windows 7
14. Click OK at the bottom of the dialog box to accept the default settings.
15. Close the Outlook Options dialog box by clicking the red X at the top right hand corner.
16. Once your files have archived according to the default settings, you will see an Archive Folder in the Favorites Bar at the left hand side of Outlook 2010 Home Tab (See Figure 11 – Locating the Archive Folder in Favorites Bar).
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Figure 11: Locating Archive Folder in the Favorites Bar
Source: Microsoft Windows 7
You have successfully set up AutoArchive in Microsoft Outlook 2010.
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Technical Terms and Definitions
Archive: the process of moving data to a separate location for long term retention.
Button: an on screen simulated button that is clicked on by the mouse.
Dialog Box: a box that appears on screen that presents information and/or request input.
Folder: an object that can hold multiple documents and computer files.
Tab: a small flap used for quick access to a specific part of a page or folder.
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