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3.2. Outlook Archive

One way to save space, set a rule to send all emails received before a certain date to Archive, see example below

 

Go to file > Manage Rules & Alerts > Start from a blank rule > Apply Rule on messages I receive

 

Choose 'received in a specific date span', for example you could do 1 year ago

 

 

Select 'Move to the specified folder', select Archive

 

 

Make sure to select 'Run this rule now on messages already in "Inbox"

 

 

Then, after the emails have been moved to Archive, go to File > Open & Export

 

 

Select Import/Export

 

 

Select export to a file

 

 

Select Outlook Data File (.pst)

 

 

Select folder which you set rule to move items to (In this case it is Archive)

 

 

Make sure that options are set to replace duplicates with items exported, then hit browse and select the folder location. In this case, it will be their OneDrive. Make sure File type is Outlook data files. Rename as Outlook Archive

 

 

Hit ok. This will then save a back up of their folder. If it asks for a password, just press ok

 

Go into Outlook, delete all contents of the archive folder > go to deleted items > delete all

 

Then if they need to access the back up of the folder, they can access this by going through File > Open & Export > Open Outlook Data File