LFS:Fasmail-AutoArchive
These instructions are for the Windows version of Outlook.
Outlook 2011 for Mac has an archive function, but it does not work in the same fashion. Archived items cannot be mounted like in the Windows version of Outlook. It is optimised for TimeMachine backups.
Connect to the UBCIT home drive service
Map the home drive to your computer. Create a new directory to store the archives.
The home drive can be accessed from any network on or off campus. For off campus use, you will need to connect to the UBC VPN before connecting to the home drive.
This allows you to access your archives from another computer if necessary. One caveat is your Outlook program at work cannot be running when you try to connect to the archive from a second machine. Remember to disconnect the archive data file from your temporary access computer when you are done or the Outlook at work will complain.
Setup AutoArchive Options
In Outlook, click on the File menu -> Click on Options
Then click on Advanced and finally AutoArchive Settings.
For the initial setup, you will not have an archive file yet. Click on the Browse button after setting up all the other options. Go to the home drive location that you have prepared above. You specify a name for the archive file and it will be created for you when you clikck OK.
Explanation of Options
- Run AutoArchive Every X days
- How often AutoArchive should check for emails older than the limit that you set.
- Prompt before AutoArchive Runs
- You will receive a dialog box alerting you that AutoArchive is about to begin, you can cancel it if you desire.
- Delete expired items (email folders only)
- This deletes emails that are in the deleted items and older than the set limit.
- Archive or delete old items
- What you want AutoArchive to do.
- Show archive folder in folder list
- After the archive process is done, it connects the archive data file so that you have access to the archived items.
- Clean out items older than
- Set the age threshold for emails and other items in your FASmail profile that you would like AutoArchive to remove from the FASmail server and put into your archive file.
- Move old items to
- The location of the archive file, we recommend that this be on the home drive service and not your local computer. The home drive is frequently backed up and you have access to the backup snapshots in event that your backup file is corrupted.
- Permanently delete old items
- Instead of archiving, the AutoArchive program will delete the items older than the age limit that you set. You can only choose one or the other, (archive or delete) not both.
- Apply these settings to all folders now
- Run the Autoarchive with the settings that you have chosen now.