By popular demand we’ve added a FAQs section, to which you are welcome.

There’s a lot of information on topics that we frequently get asked, so this section should become a good reference archive for you.

Microsoft Office

By default, Microsoft Exchange Server accounts can’t use rules to forward messages to email addresses outside your organisation. The Exchange Administrator can change this for you if needed.

To set up an auto-forward click on File and then press the ‘Rules and Alerts’ button (it should appear as the fourth option).

Click on New Rule, select the type of rule you want to use or select start from a blank rule.

If you are selecting a blank rule click on messages I receive and then select the conditions you want to add to your rule.
Select the person or group to forward to. You can set exceptions if you need to.
Name your rule so you remember it.
You can also run a rule on your current inbox so you can send any emails that need looking after or chasing while you are away. Just tick the Run this rule now on messages already in “Inbox” box.

Rules are automatic so if you don’t change it, it will stay on until it is switched off or cancelled.
Select the Create this rule on all accounts box.
And you are done.

If you are not using an Exchange account sharing your calendar may not be available. Attempting to set up calendar sharing within Outlook using this FAQ will not work.

You can share your calendar Outlook and choose which person has viewing rights, and which person has editing rights.

You can also create multiple calendars so that when you do share a calendar you are only sharing that particular project with that particular team and anything else you have on they don’t see.
You can review who is seeing what in terms of your calendar by simply clicking on the calendar on the left hand side of the screen, right click and go to permissions.

To share your calendar with someone new. Click on the calendar under My calendar as above. Right click on it to bring up a menu and select share, share calendar.
You can then invite whoever to share your calendar and change the details according to what you want them to see.

You can also send a copy of your calendar to people on an email but that is for viewing outside your organisation really.

For Microsoft Office Outlook 2016, 2013 and 2010 Exchange Accounts

If you are not using an Exchange account an out of office may not be available. Although IMAP and POP3 accounts can have out of office (using template emails) setting up within Outlook using this FAQ will not work.

Click the File tab on the top menu bar, and then click the Info tab on the menu (click the image to make it bigger).

Automatic replies is the second option down as soon as you click File.

Click the Automatic Replies (Out of Office) button. (You have to be connected to the server to complete this so bear this in mind if you are doing it remotely).

In the Automatic Replies dialog box, select the Send Automatic Replies check box. You then have the choice of a different message for internal and external people. You can also choose when people see the message, on other words the time you are away for. This saves forgetting to turn off your out of office when you return. Set what messages and times you want and then click OK.

However, if you don’t want to put in dates just select do not send automatic replies when you return in this same box.
Let us know if you need any help.

What is an Archive and what does it do?

Archive and AutoArchive might not be available if your mail profile connects to an Exchange Server.
It is also possible that your organization has a mail retention policy that overrides AutoArchive so check with your system administrator for more information.
In most cases Outlook keeps all your email in a file called the Outlook Data File (sometimes called the .pst file) locally on your PC. The Personal Folders and all the sub folders listed on the left side of the Outlook screen are a snapshot of what is in the Outlook Data File. So if you take into consideration all the pictures, documents, videos and music you might have in your email, the file can become quite large.

Outlook can only use the computer resources available to it. An Archive is a way to reduce the size of your Outlook Data File when the amount of email you keep starts to tax your computers resources, causing it to slow down. Unlike a traditional backup in which a copy is made, archived items are moved to a separate Outlook Data File and set aside to be accessed when needed.

To learn more about AutoArchive or Archiving in general, see Use AutoArchive to back up or delete items.

Where is the Archive file located?

The location of the archive Outlook Data File (.pst) varies depending on the version of Microsoft Windows you have on your computer when you create the archive. New archives created with Microsoft Outlook 2010 are saved in the following locations:

Windows 7 and Windows Vista
drive:\Users\\Documents\Outlook Files\archive.pst

Windows XP
drive:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook\archive.pst

If your computer previously had an earlier version of Outlook installed, archive Outlook Data Files (.psts) created by the earlier versions of Outlook are saved in the following locations:

Windows 7 and Windows 10
drive:\Users\\AppData\Local\Microsoft\Outlook\archive.pst

Windows XP
drive:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook\archive.pst

How do I create an Archive file?

Open Outlook 2013 and Click File > Info > Cleanup Tools > Archive.

In Outlook 2016: Click File > Info > Tools > Clean up old items.

Click the Archive this folder and all subfolders option, and choose the folder you want to archive.

Under Archive items older than, enter a date.

You can create multiple .pst files if you want to archive some folders using different settings. For example, you may want to keep items in your Sent folder longer than items in your Inbox folder.

Check the Include items with “Do not AutoArchive” checked box to archive individual items that are excluded from automatic archiving. This option doesn’t remove that exclusion from these items, but instead ignores the Do not AutoArchive setting for this archive only.

Click OK.

Turn off AutoArchive

To archive only when you want, turn off AutoArchive.

Click File > Options > Advanced.

Under AutoArchive, click AutoArchive Settings.

Uncheck the Run AutoArchive every x days box.

What is an Archive and what does it do?

In most cases Outlook keeps all your email in a file called the Outlook Data File (sometimes called the .pst file) locally on your PC. The Personal Folders and all the sub folders listed on the left side of the Outlook screen are a snapshot of what is in the Outlook Data File. So if you take into consideration all the pictures, documents, videos and music you might have in your email, the file can become quite large.

Outlook can only use the computer resources available to it. An Archive is a way to reduce the size of your Outlook Data File when the amount of email you keep starts to tax your computers resources, causing it to slow down. Unlike a traditional backup in which a copy is made, archived items are moved to a separate Outlook Data File and set aside to be accessed when needed.

To learn more about AutoArchive or Archiving in general, see Use AutoArchive to back up or delete items.

Where is the Archive file located?

The location of the archive Outlook Data File (.pst) varies depending on the version of Microsoft Windows you have on your computer when you create the archive. New archives created with Microsoft Outlook 2010 are saved in the following locations:

Windows 7 and Windows Vista
drive:\Users\\Documents\Outlook Files\archive.pst

Windows XP
drive:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook\archive.pst

If your computer previously had an earlier version of Outlook installed, archive Outlook Data Files (.psts) created by the earlier versions of Outlook are saved in the following locations:

Windows 7 and Windows 10
drive:\Users\\AppData\Local\Microsoft\Outlook\archive.pst

Windows XP
drive:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook\archive.pst

How do I create an Archive file?

By default Outlook 2010 does not have an Archive file, one has to be created manually. Once the file has been created, you’ll need to check the AutoArchive settings to see if the default settings meet your needs.

Open Outlook.
Select: File > Info > Cleanup Tools (Mailbox Cleanup).
Click on Archive in the dropdown box.
In the window that opens you can change the settings to Archive:

All your folders and subfolders.
A single folder and all its subfolders.
Set Outlook to Archive everything before a specified date.
Click OK and the Archive file will be created and attached to Outlook.
The Archive process will then run using the settings you previously entered. All email received before the date you selected will be moved to the Archive file. If the email being Archived is in a folder named John Doe, it will be stored in a folder named John Doe in the Archive file. If a folder does not have email old enough to be Archived, the folder will not be created in the Archive file until it does.

Note: To see if the Archive process is running, look at the lower right-hand corner of the Outlook screen.

When the Archive process has finished, right-click on the Archive and select Close”archive”.

How do I set Archiving to run automatically?

Set what is Archived and when AutoArchive runs.

Go to: File > Options > Advanced.
Scroll down until you find AutoArchive and click on AutoArchive Settings.
In the window that opens you can set the following options.

Run AutoArchive every XX days.
Prompt before running AutoArchive.
Delete expired items (email folders only).
Archive or delete old items.
Show archive folder in folder list.
Set Archive to clean out email older than XX months.
Pick the Archive folder to send the old email to (Leave at default).

How do I open an Archive file?

In order to have the most computer resources available, it’s best to leave you Archive file closed and only open it when needed.
Go to: File > Open > Open Outlook Data File.

Select the Archive file you want to open and click OK. The Archive file will appear underneath your regular email file.

How do I restore mail back to my main folders?

Open your Archive using the steps outlined in: How do I open an Archive file? With both your normal email file and the Archive file open you can drag and drop email between the two as you see fit.

Note:

You can also get help from the Microsoft Community online, search for more information on Microsoft Support or Windows Help and How To, or learn more about Assisted Support options.

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