Email archiving, when done properly, can reduce the amount of storage space needed on Exchange servers and reduces the size of the cached *.ost in Outlook, as well as providing fast access to archived messages.
The archiving tools on this page are for use on the "server side" and used by the Exchange administrator.
Bob Christensen said
They might have a GPO blocking it. It's not uncommon in a corporate environment, as they want to prevent end users from archiving to a pst.
Hi Diane, Enjoyed the article referenced above, and I have a related question. Is there any way to tell from within Outlook which archiving tool might be in use on an Exchange server? Here's why I ask: All of the settings in my Outlook AutoArchive dialog are grayed out However, it's readily apparent that my company uses some server-based archiving tool, since: All of the messages in my mailbox older than six months appear with an icon which looks identical to the one used for unread mail The text in the bodies of those messages is truncated after what looks to be about 1000 characters, and any graphics or attachments associated with the original messages no longer appear. There have been a number of occasions during some long-term projects I've worked on when a question arose whose answer might have been found in an archived email, but is at least temporarily lost due to the message truncation I described and/or the disassociation of attachments. When I've inquired about this with our help desk, for some reason they all seem (or pretend) not to know anything about any server-side archival. So, I want to know if there's any evidence I can… Read more »
Hi Diane, Enjoyed your article, and I have a related question. Is there any way to tell from within Outlook which archiving tool might be in use on an Exchange server? Here's why I ask: - All of the settings in my Outlook AutoArchive dialog are grayed out - However, it's readily apparent that my company uses some server-based archiving tool, since: -- All of the messages in my mailbox older than six months appear with an icon which looks identical to the one used for unread mail -- The text in the bodies of those messages is truncated after what looks to be about 1000 characters, and any graphics or attachments associated with the original messages no longer appear. There have been a number of occasions during some long-term projects I've worked on when a question arose whose answer might have been found in an archived email, but is at least temporarily lost due to the message truncation I described and/or the disassociation of attachments. When I've inquired about this with our help desk, for some reason they all pretend not to know anything about any server-side archival. So, I want to know if there's any evidence I can… Read more »
If you can open one of the archived messages, links to the message or something in the interface might clue you in, otherwise you need to ask the administrator.
Thanks for the info.
I am looking for a simple way to store incoming and outgoing email to a filenumber. For example entering a reference number in the email and a tool copies it to the destination file reference number.
Adding a reference to the subject is fairly easy, either manually or via VBA (Add a file number or keyword to the subject line of messages) - reading that number and saving a folder is also fairly easy using a macro. Where it gets complicated is checking to handling a lot of folder or checking to see if the folder exists and and creating it if it doesn't.
The code sample at Saving All Messages to the Hard Drive Using VBA might not be the best example for your needs, unless you are sorting by code in outlook too.