Before you start the archiving process, you will need to download your server data (all emails) to your Outlook Desktop Application.
Downloading Server Data
- Open Outlook.
- Click on the 'File' tab.
3. Click on 'Account Settings' twice.
4. Double click on your exchange account.
5. Adjust the setting to download all of your email.
6. Now, let your emails download. (Depending on the size of your mailbox, this could take some time.)
7. To check on the progress, click the 'File' tab in Outlook (above) and click 'Tools' followed by 'Mailbox Cleanup'.
8. Click 'View Mailbox Size'.
9. Local Data is the data you have downloaded to your Outlook Desktop Application vs. Server Data is the total amount of emails you have on the server. Once these numbers match, you have successfully downloaded all of your emails and can begin the archiving process.
Archiving
- Click the 'File' tab.
- Click 'Tools' followed by 'Clean Up Old Items'.
3. Select 'Archive this folder and all subfolders', then select your exchange account at the top.
4. Archive the oldest emails first. (Ex: I'm archiving my 2021 emails in the example. So, everything before 1/1/2022 will be archived to one outlook data file. On the next round, I will archive everything before 1/1/2023 so all of my 2022 emails will be archived to another data file.)
If further assistance is required, please submit a ticket or call the Service Desk
Outlook (teamdynamix.com)
Service Desk: 267-272-0102