Archiving Messages

Archiving Messages

Archiving compresses messages into files that are stored on your hard drive. You can archive messages manually or automatically using AutoArchive. This Outlook tool automates the task of archiving your messages (as well as files and folders) based on a period of time you set. For example, you could archive all the messages you sent in the last six months. Archived items are saved in the personal store (.pst) file format. This format compresses the message so it takes up less space. It also stores the file on your computer and not on the e-mail server.

Set Inbox Archive Options

In Mail view, click Inbox.

Click the Tools menu, and then click Options.

Click the Other tab.

Click AutoArchive.

Select the Run AutoArchive Every x Days check box, specify the number of days, and then select the Prompt Before AutoArchive Runs check box.

Specify the options you want for during the AutoArchive.

Click OK.

Click OK.

Saving Messages

You can keep your messages as they are stored in Outlook folders, or you can choose to store your messages by saving them as text or HTML files in folders other than the Outlook ones. When you save a message as text, you can use the text in other files, such as a Word document. Messages saved as HTML files can be displayed in a Web browser. You can also archive messages that you've already read or sent, but want to retain for future reference.

Save a Message

Display your Inbox.

Click the message you want to store.

Click the File menu, and then click Save As.

Click the Save In list arrow, and then navigate to the folder in which you want to save your message.

If you want, enter a new file name .

Click the Save As Type list arrow, and then click Text Only or make sure HTML is displayed.

Click Save.

Setting Message Security

To send secure mail, you must attach a digital ID and encrypt the messages. Outlook allows you to secure the e-mail you send so only the intended recipients can read your messages and they have proof that the messages are from you and have not be changed in any way. Encrypting a message ensures that only the intended recipient can read the message. You can digitally sign any message without encrypting it so your recipient has proof that the message is from you. However, you cannot encrypt a message without digitally signing it. The digital signature is the key to an encrypted message. Outlook also provides the options for setting security for information that comes from different sources, or zones, on the Internet.

Set Message Security

Click the Tools menu, and then click Options.

Click the Security tab.

Specify the encryption settings you want to use by default.

Click OK.

Set Security for Internet Sources

Click the Tools menu, and then click Options.

Click the Security tab.

Click Zone Settings, and then click OK.

Click Default Settings.

Select the Web content zone you want to set security for.

Drag the slider to set the security level.

Click OK, and then click OK again.

Frequently Asked Questions Do I Need to Obtain a Digital ID? If you intend to use a digital ID, then you must obtain one. If you are using Microsoft Exchange Server, then you can obtain a digital ID from the administrator of the server. If you are not part of an Exchange Server network, you can also obtain a digital ID over the Internet from a company that provides certification services, such as VeriSign, Inc.; British Telecommunications; and Thawte Certification.