Archiving

[Phil vK]

I still do not fully understand how archiving works. I CAN archive folders
so that a PST folder is created on my hard drive. However, archive folders
then appear on my folder tree in Outlook. Since my purpose is to reduce the
size of my main Outlook PST file, does this mean that all the files I am
trying to get rid of are still "there" taking up memory?

 

[DL]

Perhaps your Archive pst is open within OL?

Its not memory but file size you are seeking to reduce, in Properties of
your main pst you would need to Compact before any unused space is regained,
and then a size decrease is usually only after you have removed a
substantial chunk of data

 

[Phil vK]

Please bear with me...how would I know if the Archive PST is open? All I
want to do is to Archive my old emails into a file that can be saved to an
external drive. That keeps all the old files out of my Outlook's (and
computer's) memory. Part of me problem is that I do not understand why
Outlook will not let you move files around like Windows Explorer lets you,
i.e., select a group of files and put them into any directory or disk you
want to.

 

[DL]

The OL data file, PST is a single file its contained data cannot be moved
outside of a pst (Well they can but not in the way you mean)
Because you are seeing an Explorer like view dont assume what you are seeing
are seperate files/folders

The size of the pst has little baring on your PC memory, it may have on your
hard disk size, and if thats the case you need a larger disk, as you will
have other problems, not connected to Outlook.

You dont mention your version of outlook.
Within Outlook;
In the Folder View, at the top, you should have 'Personal Folders' with a -
mark next to it.
Click the - the folders will close and then show a +
Are your archive folders still Visible?

If they are it means your Archive Folder(s) are open within outlook and you
are actually Archiving to your current hard disk.

What is the size & free space of your C drive?
If you have sufficient free hard disk space you will be achieving nothing by
moving your Archive folders to an external.
Archiveing is not the same as backing up data.
MS has a free outlook backup addin on their site, with this tool you can
direct your backup to another location.
http://www.microsoft.com/downloads/...3a-b7d0-4b16-b8af-5a6322f4fd01&DisplayLang=en

 

[Phil vK]

OK...Ijust archived a folder in OL 2002
Prior to starting the Archive, at the top of the Folder View was "Outlook
Today - (Personal Folders)".
After the Archive, the top Folder listing is "Archive Folders" unexpanded.
Directly underneath is "Personal Folders" expanded.
When I expand the "Archive Folder", I get sub-directories/folders for
"Deleted Items" and "Inbox". "Inbox" has a sub-folder for the directory I
just Archived.

I know Archiving is not like backing up...I just don't understand what the
Archiving is acheiving if the files are still listed in the Folder List. If I
delete the Archived folder in the Folder List, will it delete the
corresponding archived PST file created elsewhere?

Thank you for your patience. By the way, I know of no one who knows this!

 

[DL]

You can have multiple data files (personal folders) open in OL
An Archive is simply another Personal Folder
When you archive data is removed from the Personal Folder to the Archive
The two are completely seperate data files
It doesnt matter that you have two or more data files open in outlook
I currently have my default Personal Folder and 7 individual Archive pst's
open within outlook

You are still missunderstanding the folder list/view. They are not
individual files, but a view of a single file
ie when you expand the Personal Folder you are seeing a view of a single
file

In your case you have the two data files open.
Archiveing will replicate the folders from the File you are archiving
Archiveing reduces the size of the data file you are archiving from, though
you would have to compact the origonal data file afterwards.
All versions of Outlook, prior to Outlook 2003, have a size limitation on
their data file. The limit being 2gb, though problems can occur at 1.6gb
These problems can result in a totally corrupted/unreadable data file.