What happens when you archive mails? Are they searchable?

[James]

I have never tried to archive my mails, because i did not know exactly what
would happen.

My mailbox is getting large, with an inbox with 18 000 items, and 20 000
sent items - so it's probably time to archive.

My main questions are:

1) Will the items still be searchable after they are archived? (using
Outlook 2007 in Vista).
2) Is it possible to open items easily after they are archived?

 

[Roady [MVP]]

When you are archiving the archived items are being placed in a separate
pst-file. This one should link automatically upon first use but you can
always link your archive pst-file manually by using File-> Open-> Outlook
Data File...

As long as the pst-file is linked in Outlook the indexer reach it and make
it searchable for you.

 

[James]

Thanks,

But i don't quite understand the point with archiving if the archive is
"attached" in outlook anyway? Wouldn't it cost as much reasources anyway, or
are the messages stored in a more efficient way when it's archived?

Or is the whole point that the folders you most frequently click on, should
have few items.

Also, is the folder structure kept when archived?

When you are archiving the archived items are being placed in a separate
pst-file. This one should link automatically upon first use but you can
always link your archive pst-file manually by using File-> Open-> Outlook
Data File...

As long as the pst-file is linked in Outlook the indexer reach it and make
it searchable for you.

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003


-----

I have never tried to archive my mails, because i did not know exactly what
would happen.

My mailbox is getting large, with an inbox with 18 000 items, and 20 000
sent items - so it's probably time to archive.

My main questions are:

1) Will the items still be searchable after they are archived? (using
Outlook 2007 in Vista).
2) Is it possible to open items easily after they are archived?

 

[Roady [MVP]]

It is the same format and resources are only required when accessing the
items so it doesn't cause overhead. Fewer items in general means faster
loading time of the folder indeed. The entire folder structure is mimiced in
the archive folder.

What is the current size of the pst-file?

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003


-----

Thanks,

But i don't quite understand the point with archiving if the archive is
"attached" in outlook anyway? Wouldn't it cost as much reasources anyway,
or
are the messages stored in a more efficient way when it's archived?

Or is the whole point that the folders you most frequently click on,
should
have few items.

Also, is the folder structure kept when archived?

When you are archiving the archived items are being placed in a separate
pst-file. This one should link automatically upon first use but you can
always link your archive pst-file manually by using File-> Open-> Outlook
Data File...

As long as the pst-file is linked in Outlook the indexer reach it and
make
it searchable for you.

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003


-----

I have never tried to archive my mails, because i did not know exactly
what
would happen.

My mailbox is getting large, with an inbox with 18 000 items, and 20
000
sent items - so it's probably time to archive.

My main questions are:

1) Will the items still be searchable after they are archived? (using
Outlook 2007 in Vista).
2) Is it possible to open items easily after they are archived?

 

[James]

I'm connected to Exchange, so it's a 700MB .ost file (very few big emails).

Actually, i don't feel switching between big folders are slow - only first
time after start up, it may take about 5 seconds to display items in the big
folders. After that it's pretty much instant - but notice sometimes when
working with items (flagging, moving etc) that outlook will freeze for some
seconds while harddrive is working.


But how will archiving work with Exchange? Are the items archived
server-side? I have two PC's connected to same account - is the archiving
completely client-side, so that any new clients connected to my exchange
account, would get all items in inbox, and must archive manually afterwards?

 

[Roady [MVP]]

Pst-files are stored client side so are only available on the client where
the pst-file is stored.

Especially in an Exchange organization I would be bothered with archiving to
a pst-file. A defrag of your computer with Outlook closed (to unlock the
ost-file) might solve your issue already.

What is your mailbox size limit? Ask for the companies mail retention period
and get rid of everything beyond that period. If the size limit prevents you
from storing all your mail in your mailbox they should consider server-side
archiving (there are many tools available for this). In the end keeping a
local archive pst-file in most cases is more expensive (time required to do
it, troubleshoot, no backups, etc...).