Manage your mailbox IV: Archive old messages

What’s that message all about?

Is this message familiar?

Do you feel guilty when you click No in this dialog box because you’re not really sure what AutoArchive does?

Don’t worry. That’s what this course will help with.

And once you know the details, you just may feel more like clicking Yes (or at least feel okay with saying No).

Manage your mailbox IV: Archive old messages

Archive basics

So how does Archive work?

In this process, messages are moved automatically from your mailbox to a folder called Archive Folders.

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To start the process, you’ll click Yes.

Messages are moved from your mailbox…

…to the Archive Folders folder.

The picture shows more detail:

Manage your mailbox IV: Archive old messages

Step 1: Make sure it’s on; decide how often

AutoArchive is turned on by default.

You’ll know it’s working if you’re periodically prompted with the “Would you like to AutoArchive…” message introduced at the beginning of this course.

If you don’t get those prompts, you can find out whether AutoArchive is turned on by looking in the AutoArchive dialog box.

Manage your mailbox IV: Archive old messages

Step 1: Make sure it’s on; decide how often

The picture shows the details.

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If the Run AutoArchive every check box is selected, AutoArchive is on. (And if you don’t like AutoArchive, you can turn it off from here by clearing the check box.)

The number of days indicates the frequency with which AutoArchive will run.

Manage your mailbox IV: Archive old messages

Step 2: Specify what “old” means

With AutoArchive, the messages are moved after you see the prompt, if you’ve selected that check box.

However, you do get to control a few things.

AutoArchive has several default settings. And they’re yours to change. This means that you get to specify what “old” means.

Manage your mailbox IV: Archive old messages

Step 2: Specify what “old” means

For some people, mail may seem old after two weeks; for others, it may be two months.

You choose the settings for when to archive messages in the AutoArchive dialog box, using the options shown in the picture.

Each time AutoArchive runs, anything that meets the “old” criterion will be sent to the Archive Folders folder.

Manage your mailbox IV: Archive old messages

Archive moves messages according to age

As mentioned earlier, Archive automatically moves messages according to age.

That is, messages move to an Archive folder when they achieve “maturity,” as determined by the setting you specify in the AutoArchive dialog box.

Maturity is based on how long a message sits around without your touching it — in other words, a message’s last modified date.

Manage your mailbox IV: Archive old messages

Archive moves messages according to age

Numerous actions can change the modified date (and time) of a message and will therefore affect when that message is archived.

• Forwarding • Replying • Replying to all

• Editing and saving • Moving • Copying