Email Archiving By Abbey Miller

What is Archiving emails?

• Archiving removes messages from your inbox, but keeps them in your account under the ‘All mail’ label so that you can find them if you need them. Archiving is like moving messages into a filing cabinet for safekeeping, rather than putting them in the trash can.

File Sizes

If you have a email that is to big to send. There are a couple of things that you could try:• Copy and paste the text into the email instead of attaching it as a

separate file• Compress the file using a piece of software like WinZip• Send files as PDF files instead of word documents.

Benefits • cleans up your email inbox• the recovery of lost or accidentally deleted emails, • accelerated audit response,

Archiving

When you have too many emails, or simply want to create a backup of your emails, you send them to an archive. This takes the emails “offline” and puts them into a safe location like a hard-drive or backup tape. Many IT Departments will carry out archiving for you so that you don’t have to and so that a structured official approach to emails is in place.

Archiving in Microsoft outlook

1. To archive email you will be moving the email into an archive .pst file. When you archive your email into another .pst file all the email you choose to archive is moved into the archive file and is no longer available in the main .pst file.

2. To begin archiving your email, click the “File” tab on the ribbon.