St Augustine’s CollegeBreakfast Clubpresents:<br />Microsoft® Office Outlook®2007 Training<br />Manage your mailbox IV: Ar...
Manage your mailbox IV: Archive old messages<br />Course contents<br /><ul><li>Overview: Archive mysteries solved
Lesson 1: What’s that message all about?
Lesson 2: Get fancy with Archive</li></ul>Each lesson includes a list of suggested tasks and a set of test questions.<br />
Manage your mailbox IV: Archive old messages<br />Overview: Archive mysteries solved<br />Are you perplexed every time Out...
Manage your mailbox IV: Archive old messages<br />Course goals			<br /><ul><li>Set up Outlook to move e-mail to Archive fo...
Archive messages automatically or at any time you choose.
Use different Archive settings for different folders to suit your needs.</li></li></ul><li>Lesson 1<br />What’s that messa...
Manage your mailbox IV: Archive old messages<br />What’s that message all about? <br />Is this message familiar? <br />Do ...
Manage your mailbox IV: Archive old messages<br />Archive basics<br />So how does Archive work?<br />In this process, mess...
Manage your mailbox IV: Archive old messages<br />Step 1: Make sure it’s on; decide how often<br />AutoArchive is turned  ...
Manage your mailbox IV: Archive old messages<br />Step 1: Make sure it’s on; decide how often<br />The picture shows the d...
Manage your mailbox IV: Archive old messages<br />Step 2: Specify what “old” means<br />With AutoArchive, the messages are...
Manage your mailbox IV: Archive old messages<br />Step 2: Specify what “old” means<br />For some people, mail may seem old...
Manage your mailbox IV: Archive old messages<br />Archive moves messages according to age<br />As mentioned earlier, Archi...
Manage your mailbox IV: Archive old messages<br />Archive moves messages according to age<br />Numerous actions can change...
Manage your mailbox IV: Archive old messages<br />Suggestions for practice<br />Open the AutoArchive dialog box. <br />Rev...
Manage your mailbox IV: Archive old messages<br />Test 1, question 1<br />Outlook determines whether to archive a message ...
Manage your mailbox IV: Archive old messages<br />Test 1, question 1: Answer<br />Last modified date. <br />The age of a m...
Manage your mailbox IV: Archive old messages<br />Test 1, question 2<br />If you create a new subfolder in your mailbox, t...
Manage your mailbox IV: Archive old messages<br />Test 1, question 2: Answer<br />True. <br />As soon as the subfolder con...
Lesson 2<br />Get fancy with Archive<br />
Manage your mailbox IV: Archive old messages<br />Get fancy with Archive<br />Archive can be very flexible. <br />You don’...
Manage your mailbox IV: Archive old messages<br />Specify exceptions<br />If you’d like to customize your archiving, Outlo...
Manage your mailbox IV: Archive old messages<br />Specify exceptions<br />You start by right-clicking the folder, clicking...
Manage your mailbox IV: Archive old messages<br />Make it happen when you want<br />Suppose your Inbox is getting messy or...
Manage your mailbox IV: Archive old messages<br />Archive calendar entries or other Outlook items<br />AutoArchive works w...
Manage your mailbox IV: Archive old messages<br />Suggestions for practice<br />See where you can customize the settings f...
Manage your mailbox IV: Archive old messages<br />Test 2, question 1<br />It’s possible to have different AutoArchive sett...
Manage your mailbox IV: Archive old messages<br />Test 2, question 1: Answer<br />True. <br />
Manage your mailbox IV: Archive old messages<br />Test 2, question 2<br />Which type of item is not archived? (Pick one an...
Manage your mailbox IV: Archive old messages<br />Test 2, question 2: Answer<br />Contacts. <br />
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Training presentation outlook 2007 manage your mailbox 4-archive old messages

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MS Office Online training course for Outlook 2007 - Archiving old messages

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Training presentation outlook 2007 manage your mailbox 4-archive old messages

  1. 1. St Augustine’s CollegeBreakfast Clubpresents:<br />Microsoft® Office Outlook®2007 Training<br />Manage your mailbox IV: Archive old messages<br />
  2. 2. Manage your mailbox IV: Archive old messages<br />Course contents<br /><ul><li>Overview: Archive mysteries solved
  3. 3. Lesson 1: What’s that message all about?
  4. 4. Lesson 2: Get fancy with Archive</li></ul>Each lesson includes a list of suggested tasks and a set of test questions.<br />
  5. 5. Manage your mailbox IV: Archive old messages<br />Overview: Archive mysteries solved<br />Are you perplexed every time Outlook asks you if you’re ready to archive your e-mail?<br />Here’s your shot at illumination: This course will show you just how Archive works. <br />Even better, you’ll find out how to make Archive work for you, exactly the way you want it to.<br />
  6. 6. Manage your mailbox IV: Archive old messages<br />Course goals <br /><ul><li>Set up Outlook to move e-mail to Archive folders automatically.
  7. 7. Archive messages automatically or at any time you choose.
  8. 8. Use different Archive settings for different folders to suit your needs.</li></li></ul><li>Lesson 1<br />What’s that message all about?<br />
  9. 9. Manage your mailbox IV: Archive old messages<br />What’s that message all about? <br />Is this message familiar? <br />Do you feel guilty when you click No in this dialog box because you’re not really sure what AutoArchive does? <br />Don’t worry. That’s what this course will help with. <br />And once you know the details, you just may feel more like clicking Yes (or at least feel okay with saying No).<br />
  10. 10. Manage your mailbox IV: Archive old messages<br />Archive basics<br />So how does Archive work?<br />In this process, messages are moved automatically from your mailbox to a folder called Archive Folders. <br />The picture shows more detail: <br />To start the process, you’ll click Yes.<br />Messages are moved from your mailbox…<br />…to the Archive Folders folder.<br />
  11. 11. Manage your mailbox IV: Archive old messages<br />Step 1: Make sure it’s on; decide how often<br />AutoArchive is turned on by default. <br />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. <br />If you don’t get those prompts, you can find out whether AutoArchive is turned on by looking in the AutoArchive dialog box. <br />
  12. 12. Manage your mailbox IV: Archive old messages<br />Step 1: Make sure it’s on; decide how often<br />The picture shows the details. <br />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.)<br />The number of days indicates the frequency with which AutoArchive will run.<br />
  13. 13. Manage your mailbox IV: Archive old messages<br />Step 2: Specify what “old” means<br />With AutoArchive, the messages are moved after you see the prompt, if you’ve selected that check box. <br />However, you do get to control a few things. <br />AutoArchive has several default settings. And they’re yours to change. This means that you get to specify what “old” means.<br />
  14. 14. Manage your mailbox IV: Archive old messages<br />Step 2: Specify what “old” means<br />For some people, mail may seem old after two weeks; for others, it may be two months. <br />You choose the settings for when to archive messages in the AutoArchive dialog box, using the options shown in the picture. <br />Each time AutoArchive runs, anything that meets the “old” criterion will be sent to the Archive Folders folder.<br />
  15. 15. Manage your mailbox IV: Archive old messages<br />Archive moves messages according to age<br />As mentioned earlier, Archive automatically moves messages according to age. <br />That is, messages move to an Archive folder when they achieve “maturity,” as determined by the setting you specify in the AutoArchive dialog box.<br />Maturity is based on how long a message sits around without your touching it — in other words, a message’s last modified date.<br />
  16. 16. Manage your mailbox IV: Archive old messages<br />Archive moves messages according to age<br />Numerous actions can change the modified date (and time) of a message and will therefore affect when that message is archived. <br />
  17. 17. Manage your mailbox IV: Archive old messages<br />Suggestions for practice<br />Open the AutoArchive dialog box. <br />Review your AutoArchive settings. <br />Online practice (requires Outlook 2007)<br />
  18. 18. Manage your mailbox IV: Archive old messages<br />Test 1, question 1<br />Outlook determines whether to archive a message based on which of these properties? (Pick one answer.)<br />Creation date.<br />Last modified date.<br />The date the message was received. <br />
  19. 19. Manage your mailbox IV: Archive old messages<br />Test 1, question 1: Answer<br />Last modified date. <br />The age of a message is determined by when it was last modified. <br />
  20. 20. Manage your mailbox IV: Archive old messages<br />Test 1, question 2<br />If you create a new subfolder in your mailbox, that subfolder will automatically be created in Archive Folders as soon as it contains messages that are old enough to be archived. (Pick one answer.)<br />True.<br />False. <br />
  21. 21. Manage your mailbox IV: Archive old messages<br />Test 1, question 2: Answer<br />True. <br />As soon as the subfolder contains messages that are old enough to be archived, Outlook will create the subfolder in the Archive Folders folder and move the old messages there. <br />
  22. 22. Lesson 2<br />Get fancy with Archive<br />
  23. 23. Manage your mailbox IV: Archive old messages<br />Get fancy with Archive<br />Archive can be very flexible. <br />You don’t have to archive only at the selected time intervals; you can do it any time. <br />And you don’t have to archive everything. <br />
  24. 24. Manage your mailbox IV: Archive old messages<br />Specify exceptions<br />If you’d like to customize your archiving, Outlook makes it easy to take control. <br />You can archive different folders at different intervals — or not at all. You can set up archiving rules on a folder-by-folder basis. <br />You can also exclude entire folders from the process. It’s your choice.<br />
  25. 25. Manage your mailbox IV: Archive old messages<br />Specify exceptions<br />You start by right-clicking the folder, clicking Properties, and specifying your custom settings, as the picture shows.<br />After you choose these settings, AutoArchive will just happen. That’s what makes it so easy. <br />Still, do remember to do periodic tune-ups. As you add folders, you’ll want to adjust their AutoArchive settings.<br />
  26. 26. Manage your mailbox IV: Archive old messages<br />Make it happen when you want<br />Suppose your Inbox is getting messy or too full, and your regularly scheduled time for AutoArchive is a week away. <br />What can you do? <br />You can say, “Archive this now” by clicking Archive on the File menu.<br />Any messages that have reached their maturity date will be archived on the spot.<br />
  27. 27. Manage your mailbox IV: Archive old messages<br />Archive calendar entries or other Outlook items<br />AutoArchive works with more than e-mail; it works with items from the Calendar and for Tasks as well. <br />And just as you can customize the Archive settings for e-mail, you can customize the settings for the Calendar folder or Tasks folder.<br />Note that when it comes to people, the rules for archiving do not apply. In Outlook, you keep track of people with Contacts, and Contacts are not archived.<br />
  28. 28. Manage your mailbox IV: Archive old messages<br />Suggestions for practice<br />See where you can customize the settings for a folder. <br />See where to run Archive manually. <br />See the Archive settings for your Calendar. <br />Online practice (requires Outlook 2007)<br />
  29. 29. Manage your mailbox IV: Archive old messages<br />Test 2, question 1<br />It’s possible to have different AutoArchive settings for different folders in your mailbox. (Pick one answer.)<br />True.<br />False. <br />
  30. 30. Manage your mailbox IV: Archive old messages<br />Test 2, question 1: Answer<br />True. <br />
  31. 31. Manage your mailbox IV: Archive old messages<br />Test 2, question 2<br />Which type of item is not archived? (Pick one answer.)<br />Contacts. <br />Tasks. <br />E-mail messages. <br />
  32. 32. Manage your mailbox IV: Archive old messages<br />Test 2, question 2: Answer<br />Contacts. <br />
  33. 33. Manage your mailbox IV: Archive old messages<br />Test 2, question 3<br />If you want to archive, you need to wait for the “Would you like to AutoArchive” prompt. (Pick one answer.)<br />True.<br />False. <br />
  34. 34. Manage your mailbox IV: Archive old messages<br />Test 2, question 3: Answer<br />False. <br />There are other ways to start the Archive process, such as the Archive command on the File menu. <br />
  35. 35. Manage your mailbox IV: Archive old messages<br />Quick Reference Card<br />For a summary of the tasks covered in this course, view the Quick Reference Card.<br />
  36. 36. USING THIS TEMPLATE<br />See the notes pane or view the full notes page (View menu or tab) for detailed help on this template.<br />

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