#Outlook personal folders archive

#Outlook personal folders archive

To archive in Outlook 2003, click File > Archive > Personal Folders (or select individual folders, if you wish), enter the date, choose a location for your archive file, give it a name (or go with Outlook's default in both cases), and click OK. The disadvantage is that everything lives in a single file, and the data is accessible only in Outlook. The primary advantage of archiving is that everything is backed up with a single action. You may also want to protect your mail, contacts, tasks, and calendar entries within Outlook by archiving your data. You could also choose to export the folder as a single Excel or Access file, but using either Comma Separated Values (Windows) or Tab Separated Values (Windows) makes the file much easier to read in Word.Д«ack up the Outlook way via archiving. Export the contents of an Outlook folder via the Import and Export wizard. To move an entire folder to your hard drive or other local storage, click File > Import and Export, choose Export to a file, click Next, select Comma Separated Values (Windows), click Next again, choose the folder you want to export, click Next yet again, browse to the location you want to store the folder (unless you want to go with the folder and file name Outlook chose), give the file a name, click Next once more, and then Finish.

Each message in the file begins with the word 'From'. They'll all be saved as a single text file, and you'll have to give the file a name. You can also save multiple messages simultaneously by Ctrl-clicking to select them, or Ctrl-A to save them all, and then choosing File > Save As in Outlook 2003, or the Office button and Save As twice in Outlook 2007. html) and Text Only (.txt): the former opens the message in a browser and preserves the look of the original, but the latter ensures that the message will open in just about any program. The two most common formats for e-mail are HTML (.htm or. Note that in Outlook 2003, the message subject becomes the file name, but in Outlook 2007 you have to give the file a name. In both versions, navigate to the folder you want to use, choose a file type in the Save as type drop-down menu, and click Save. To save a single message to a local folder, open it, and in Outlook 2003, click File > Save As, or in Outlook 2007 click the Office button and choose Save As twice. Note that this is different than backing up (or archiving) the messages, which I'll also describe. Saving messages and other data to local storage is relatively easy, whether you move them one at a time or in bunches. That's why it makes sense to move copies of your important Outlook files to folders that live outside the Office system.

There may be advantages to this approach to managing your e-mail, contacts, tasks, and calendar, but you know what can happen when you put all your eggs in one basket. There's something about Microsoft Outlook that reminds me of the old Soviet Union: the program wants to centralize everything and store it in one big PST file that only it can access.