sharon said:
How can you save emails outside of outlook. We can not use the archive
function as IT is purging all emails >2yrs and apparently our archived
folders will be deleted too.
thanks
That IT is purging e-mails from your mailbox does not mean they are
deleting those old e-mails. They will still be in their backups. I
doubt any company is going to delete e-mails that are business related
until they are around 7 years old. Since many departments require
e-mails to remain available for longer than 2 years due to legal
reasons, maybe you should ask your IT folks to discuss their policy with
your company's legal department. Customers, for example, especially for
large volume or high-priced sales, could care less about some internal
policy. If a customer paid $80K for some server software over 2 years
ago, they still expect all their prior communications to be available to
anyone they deal with at your company.
So what you are asking is something for your convenience because you
need to retrieve or review e-mails that are over 2 years old. Well, one
way to force them to rethink their policy (which they probably didn't
establish but some management bozo) is to repeatedly and continually
request they restore old e-mails from the backups when they disappear
after 2 years old.
Why would your archive "folders" also get deleted? Archiving doesn't
involve folders. It involves moving old items into a .pst file. So it
is up to you as to where you store the .pst file(s). Use auto-archiving
in Outlook to move old items into a .pst file and store that .pst file
somewhere that it will hang around for as long as you like. In fact,
you can chain together the archives, so 1-year old items in your current
message store get auto-archived into 1yearold.pst, enable auto-archving
on the 1yearold message store to move items out older than 2 years to
2yearold.pst, and so on for as long a chain as you want. For archiving
to work, the message store must be opened in Outlook to access that .pst
file, so make sure the <x>yearold.pst files are opened in Outlook. Not
only does that use archiving to keep each message store (current and
archived) down to a manageable size but makes it possible to still
search through them to find those old e-mails (although searching is
bounded by a message store; i.e., you cannot search across multiple
message stores).
That IT deletes 2-year old e-mails from your mailbox has nothing to do
with what you do with .pst files used to archive the old e-mails (other
than prompting you to actually start using auto-archiving).
