Email Archiving Instructions

There comes a point in time in every emailer’s life that it is necessary to expunge information obviously no longer necessary. AMC has implemented a 2GB email quota. The servers will notify you when you are approaching the limit. If you have more email than the allowed quota, you will not be able to send email with your AMC email account. Your account will always still receive messages from others, however.

Archiving can be thought of as pulling email out of the server and storing in a file. The simplest method for housekeeping is to just delete messages you no longer need. When that is not feasible, the archival strategy is what you’ll want to do. ALL folders under your name in Outlook count towards your quota. So if you place items in your deleted folder, they are still a part of your quota. The messages have to be removed from your mailbox in order to reduce the size of your email.

At this time, details for archiving are being provided for those employees using Outlook 2010. I will address other client needs at a later date.

Outlook 2010 Email Archiving Instructions

1. To view folders that are consuming large amount of storage, click File→Cleanup Tools→Mailbox Cleanup. The View Mailbox option will show you all your folders and their sizes. This will be helpful for the subsequent steps.

1. To archive messages out of your email, click File→Cleanup Tools→Archive

1. Select the folder you want to archive. If you select you email address, ALL subfolders will be archived according to the settings you make.

2. Pick an archive date. This will archive all messages older than the date selected.

3. For archive path, select a location that you know to be secure. Once the messages are removed from the server, the only place they are accessible is the file you are archiving to. For employees on the corporate network at Danville, place the archive file on your Z:\ drive.

4. Hit okay and the process will begin.