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31 Archiving, Backing Up, and Restoring Outlook Data
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10. Select one of the following destination options:
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Import Items Into The Current Folder Select this option to import data into the 31
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current folder that is, the folder currently selected.
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Import Items Into The Same Folder In Choose this option to import data into
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the destination folder of the same name as the source folder (such as from the Inbox to the Inbox). Then, in the drop-down list under this last option, select the destination personal folders or mailbox. 11. Click Finish. Outlook 2007 displays a window showing you the progress of the import process. The archive folder appears in the folder list (if the folder list is open), but it is removed when the operation is completed.
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Con guring Automatic Archiving
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Outlook 2007 provides several ways to con gure and manage your data-archiving settings. For example, suppose that you want Outlook 2007 to run AutoArchive every day, but you want to be prompted before it starts. You can con gure AutoArchive to do just that. In addition, you might want to delete old items after a speci c date (say, after a message sits in the Inbox for six months). This section shows you how to con gure AutoArchive to handle many of your archiving needs. To set AutoArchive options, choose Tools, Options, click the Other tab, and then click Auto-Archive to open the AutoArchive dialog box. The following sections explain the options that you ll nd in the AutoArchive dialog box.
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Run AutoArchive Every n Days
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Outlook 2007 allows you to run AutoArchive on a per-day cycle. For example, if you want to run it each day, set it to run every 1 day. To archive every other day, set AutoArchive to run every 2 days, and so on.
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Note
Outlook 2007 has different aging periods for different types of items. Calendar, Notes, Journal, Drafts, and Inbox folders have a default of six months. Outbox is three months, and Sent Items and Deleted Items are two months. Contacts folders do not have an AutoArchive option, so you must manually archive them.
To set the length of time between AutoArchive sessions, set the Run AutoArchive Every n Days option to the number of days you want between archiving sessions, as shown in Figure 31-5. The number you enter must be between 1 and 60.
Con guring Automatic Archiving
Figure 31-5. Set up Outlook 2007 to run AutoArchive at speci ed intervals.
Prompt Before AutoArchive Runs
You can have Outlook 2007 display a message before it starts an AutoArchive session. The message includes a Cancel button to let you cancel the AutoArchive session for that day. To activate this option, select the Prompt Before AutoArchive Runs check box in the AutoArchive dialog box.
Delete Expired Items
In your message folders, AutoArchive can delete messages if they are older than a speci ed amount of time. To set this option, select the Delete Expired Items check box. Also make sure that the Archive Or Delete Old Items check box is selected. In the Default Folder Settings For Archiving area, set the amount of time you want to elapse before AutoArchive automatically deletes e-mail messages. The default is six months, but you can set this to as high as 60 months or as low as one day.
Archive Or Delete Old Items
If you want AutoArchive to archive or delete old Outlook 2007 items, select the Archive Or Delete Old Items check box. Then set the amount of time that should elapse before old items are archived or deleted. Again, the default is six months, but you can set this to as high as 60 months or as low as one day.
31
31 Archiving, Backing Up, and Restoring Outlook Data
Show Archive Folder In Folder List
If you want Outlook 2007 to display your archive folder in the Folder List, select the Show Archive Folder In Folder List check box. You might want to select this check box if you think you d like to be able to see which items have been archived. Also, you might nd that some items are removed from your working folders (such as Inbox or Calendar) before you want them removed. By showing the archive folder in the Folder List, you can quickly and easily move items back to a working folder.
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