Archive emails

By Cameron Harris

What is archiving E-mails

• Email Archiving is the act of preserving and making searchable all email to/from an individual. Email archiving solutions capture email content either directly from the email application itself or during transport. The messages are typically then stored on magnetic disk storage and indexed to simplify future searches.

what is the benefits of archiving E-mails• Email archiving technology has seen a boost in adoption in recent

years in response to the increasing need to store business-critical email data for e-discovery and compliance reasons. An effective email archiving strategy can also reduce the data storage burden on email systems, which are now the primary source of business communication in nearly every organisation.• Email archiving is helping UK users deal with e-discovery and backup,

auditing concerns and increased mailbox performance. Find out why data centre managers at Brunel University, London taxi firm Addison Lee and high-tech PR agency Johnson King implemented email archiving systems, discover their implementation tips and learn how the technology benefitted each firm.

Reduce the size of emails and the attachments

When you send a message that exceeds the message size limit for either your or the recipient's mail server, the message will be returned to you and not delivered. This is often called a "bounced" message.

Optimizing the size of pictures and attachments for e-mail helps to avoid exceeding the maximum message size limits associated with most e-mail accounts.

Note Messages increase in size while in transit through the Internet beyond the actual sum of the size of text, graphics, pictures, and attachments. Encoding of a message for transmission through the Internet leads to a size increase of approximately one-third. For example, if your Internet service provider (ISP) allows you to send messages up to 5 megabytes (MB) and you include a 4 MB attachment, you will probably exceed the maximum message size.

In addition to a per-message size limit, many e-mail accounts include a mailbox or account storage limit. Large attachments can not only fill a recipient's mailbox but increase your own Outlook data file size and mailbox. By default, a copy of each message that you send is saved to the Sent Items folder in Outlook.

How to keep safe while archiving

• The aim of a cloud archive service is to provide a data storage environment as a service that is optimised for long-term data retention, security and compliance with data regulation policies.

• Once in the cloud archive, data must be easily searchable via metadata; protected from overwrites or tampering; and provide client- or legally specified, automatically applied data retention policies. You must also have confidence that your data is in safe hands and protected by sound disaster recovery systems.

How to Manage Auto-Archive in Outlook 2010In Outlook 2010 Auto Archive is not enabled by default. To turn it on, here is what you need to do:

1.Click the File tab to open the Backstage view, and then click Options on the navigation bar to your left. Go To File then Info > then OptionsGo To File then Info then Options

2.On the Advanced tab, under Auto Archive, click Auto Archive Settings. Go to Advanced & get; Auto Archive & get; Auto Archive SettingsGo to Advanced then Auto Archive then Auto Archive Settings

3.Choose the Run Auto Archive every x days to the number you need. The default setting is 14 days, but you can use the number of day you feel is reasonable for you and your business. Please, note: if you select the Permanently delete old items option, emails will not be archived. Run Auto ArchiveRun Auto Archive click OK

4.Select any other options that you want. You can choose to have old items deleted automatically at Auto Archive.

5.Click OK to save.

6.If you need to return to the previous view, click the File tab.