In Outlook 2010 if you send and receiving mail regularly, your mailbox size will automatically increases. To manage the space in your mailbox or on the mail server you are using, you can move old items that are important, but rarely used, to an archive location. This process of archiving mails to another location can be done automatically with AutoArchive. You can also manually back up and archive items, in addition to AutoArchive or as a replacement. Manual archiving provides flexibility, and allows you to specify exactly which folders are included in the archive, and which archive Outlook Data File (.pst) is used.

To manually archive Outlook items, do the following:

1. Click on the File tab
2. Click on Cleanup Tools.
3. Click on Archive.
4. Click on 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.
5. Under Archive items older than, enter a date.

1. If you do not want to use the default file or location, under Archive file, click on 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.
2. Select the Include items with “Do not AutoArchive” checked check box to include any items that might be individually marked to be excluded from automatic archiving. This option does not remove that exclusion from these items, but instead ignores the Do not AutoArchive check box for this archive only.

Turn off AutoArchive

If you want to archive only manually, you must turn off AutoArchive. Do the following:

1. Click on the File tab.
2. Click on Options.
3. On the Advanced tab, under AutoArchive, click AutoArchive Settings.
4. Clear the Run AutoArchive every n days check box.

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