Data file archive

Reducing the size of the Offline Folder file. This procedure does not delete any items that are saved on the server. Delete any items that you do not want to keep, and then empty the Deleted Items folder.

On the Tools menu, click Account Settings. In the list, select Microsoft Exchange Server , and then click Change. Manage and organize. Data files. Reduce the size of your mailbox and Outlook Data Files. There are several ways to reduce your mailbox size. Run the Mailbox Cleanup tool Click the File tab. Use Conversation Clean Up to remove redundant messages In a long email thread, there are often numerous messages that contain all of the same information as prior messages.

Search for large messages You can search for all messages larger than a specific size from Outlook's Search box. Reduce the size of an Outlook Data File. Click File. Click the File tab. Click Compact Now. Top of Page. Click More Settings. Need more help? Expand your skills.

Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. If files suddenly started to disappear out of their shares, the administrator would have to deal with a riot. Notifications can be triggered on a series of dates before the files are actually expired.

Notifications can include:. File Management Tasks can select data based on a series of conditions:. If a file matches all of these conditions, then the File Management Task will expire it when the task runs. If you want to select files based on other criteria, the conditions can include a series of classification property conditions based on the File Classification Infrastructure properties. Of course, File Management Tasks can be set to run on individual schedules as well. Click the Archive this folder and all subfolders option, and then click the folder that you want to archive.

Any subfolder of the folder you select is included in this manual archive. If you do not want to use the default file or location, under Archive file , click Browse to specify a new file or location. Browse to find the file that you want, or enter the file name, then click OK. The destination file location appears in the Archive file box. This option does not remove that exclusion from these items, but instead ignores the Do not AutoArchive check box for this archive only.

AutoArchive, which is turned on by default, automatically moves old items to an archive location at scheduled intervals. However, you can manually back up and archive items to a location that you specify. Rather than backing up or archiving your items manually, you may find that AutoArchive can meet your needs. For more information, see Using AutoArchive to back up or delete items.

Select the Archive this folder and all subfolders option, and then specify a date under Archive items older than. Under Archive file , click Browse to specify a new file or location if you do not want to use the default file or location.

Select the Include items with "Do not AutoArchive" checked check box if you want to override a previous setting to not automatically archive specific items. If you choose to manually archive these items during this procedure, the items will again be subject to the Do not AutoArchive setting unless you manually override that setting again in the future.

Note: Outlook automatically creates another archive file for items in the folder and location specified. Manage and organize. Need more help? Expand your skills. Get new features first.