Categorizing Messages

Select the message (or messages) to which you want to assign a category.

Open the Edit menu and choose Categories .

The Categories dialog box opens. Click the check box next to any categories that should be assigned to the selected message. (You can choose more than one.)

The Item(s) Belong to These Categories field in the Categories dialog box lists the categories you selected. Click OK to assign the categories to the selected message.

Open the Tools menu and choose Empty "Deleted Items" Folder .

Outlook asks whether you're sure you want to empty the folder; click Yes to confirm the deletion. The folder is emptied.

Open the File menu and choose Archive .

Select the folder or folders containing messages you want to archive.

Click the down arrow to the right of the Archive Items Older Than field and select a date. Messages in the folder that are older than the selected date will be archived.

INTRODUCTION

If you want to keep older messages, but not have them displayed in your mail folders, you can archive them. Most commonly, you archive messages within a certain date range. If needed, you can display the archived messages at any time.

TIP

Viewing Archived Messages

To open and view an archived message, click the plus sign ( + ) next to Archive Folders in the All Mail Folders list, and then double-click the folder with messages you want to view (deleted items, sent items, and so on) . Those messages are displayed. You can double-click a message to open it.

In the Archive File field, Outlook lists the folder in which the archived messages will be stored by default. To choose a different folder, click the Browse button.

The Open Personal Folders dialog box opens. Navigate to and select the folder in which you want to archive your messages and click OK .

Click OK in the Archive dialog box. The messages are removed from the mail folders and archived.