Email Archiving and Outlook 2010
In order to keep Outlook running smoothly and your network administrator happy, it's important that you delete any unneeded messages and archive messages that you'll no longer need on a regular basis. By following the instructions below, you can cleanup your email by moving these messages to a secondary location.
Obviously you should open Outlook 2010.
Delete all junk, spam and unnecessary messages from all folders within your mailbox. (Don't forget those massive attachments in your sent items folder!)
Once you've deleted all of the above, you should empty your recycling bin within Outlook. (Depending on the number of emails you've just deleted you may want to go grab a cup of coffee, but do not close Outlook or shut down your computer during this process.)
Once your recycling bin appears to have been emptied, Click ‘File’.
Click ‘Clean Up Tools’, and select ‘Archive’.
Change the ‘Archive items older than’ field to December 31st of the oldest year you wish to archive. (i.e. if your oldest email is from May of 2023, you would select December 31st, 2023)
Navigate to your desktop.
Name the file accordingly and click ‘OK’ (e.g. if you selected December 31st, 2023, you could name the file MyName2023.pst)
Wait for Outlook to archive all of the emails from the year you selected. (This would be a perfect opportunity for another coffee break.)
Repeat steps 4 through 8 for the following years, keeping in mind that the emails from the years you choose to archive will no longer be accessible in Outlook. (e.g. 2024, 2025, 2026, and 2027)
Once you have completed the archive process you'll want to move the .pst files which were saved to your desktop, but please remember that these files are no longer saved on your company's server (so if you delete them they most likely cannot be recovered). Depending on the size of the files, you may be able to burn or save each file to CD, DVD, or external hard drive.
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