What is Outlook ?

Outlook is an email client software that allows a user to send and receive email, keep an address book, sort and organize messages, filter messages. Often it is just used as an email client and users are unaware of the other information management features of the tool

  • Emails, Contacts/Address Book, Calendar Entries, Personal Journals,To-do Lists

Prevent Outlook from Going Slow – Archive Old Email Data

Every now and then, the Outlook application offers to auto-archive your old email items, but manually archiving the data yourself is far better than auto-archiving. It is necessary to archive old data, because otherwise, Outlook Personal Folders or PST files continue to expand larger and larger in size to a level that can be troublesome for you. With the presence of bulky PST files, Outlook speed starts to reduce. This sluggish speed also troubles your fast emailing habits. Even if you are a slow email user, still at one point, your Outlook application will totally lose its initial pep. The best action that you can take in this regard is to archive old email data on a regular basis. You can do this annually or bi-annually, or if you are a regular and heavy user of Outlook, a monthly archive may suit you better.

 

Basic steps for create PST file in Outlook - which are as follows:

  • First, you must click on ‘File’
  • From the menu, select ‘Data File Management’
  • Next, you have to click the ‘Add’ button
  • Then, choose any desired format (it is suggested to stick with the default format if you are using Outlook 2007)
  • After that, click OK
  • Now, give a name for your archive
  • Password protect your new archive when you are prompted
  • Now, you will now be able to see two entries in ‘Data File Management’ window
  • One method is to drag and drop individual email items to this newly created entry under ‘Mail Folders’. This can take a very long time
    » Navigate to File > Archive
    » You have to check the radio button for 'Archive this folder and all subfolders' if it is not already checked
    » Next, you must highlight the folder, which is required to be archived
    » And then, in the pulldown menu, you have to specify the appropriate date in the 'Archive items older than'
    »Now, click the browse button for selecting the new archive file Finally, click OK