How to archive calendar items in Outlook 2003 and 2010


In this article, I have outlined steps to archive calendar items in Outlook 2003 and 2010 versions. Please read the below article to know more about archiving calendar items feature in outlook.

Introduction


Archiving is such a wonderful feature of outlook by Microsoft which helps a user to create a free space in the outlook without having a need to delete the items. By using this feature, a user can save the important items in his outlook and these items would not occupy the space in the outlook. Interestingly, the items archived will show up in the outlook however they do not occupy space on the server in the mailbox. They go and sit in the archiving folder on the exchange server.

Archiving can be done for both outlook items in mail folder and for calendar items in calendar folder. In this article, I am going to highlight the archiving part in outlook calendar. It becomes very important to either delete or archive the meeting invites, appointments, etc in outlook calendar to free the space in the mailbox of the user. If the space is not freed, the outlook will stop working and user won't be able to send or receive e-mails. User will get Mailbox Size exceeded message while performing any activity in the outlook hampering any kind of e-mail communication.

Under such circumstances, it becomes mandatory to either delete the e-mails which are not important from the mail folder or create Personal Folders (PST) and move the items in it and save the personal folder in some other location like either the network drive or C drive in the user's computer or archive them.

If a user deletes an item, it would create a space in outlook, if chooses to move to personal folder, it also frees space but if he archives, it would show up in outlook in the same location and also frees space.

It has been seen that outlook calendar items eat up a lots of space in the mailbox folder. A user involuntarily or unconsciously doesn't concentrate on the calendar items archiving part because not every day he plays with the calendar at work like he does with the mail folder. These calendar items can be sorted with various criteria like date, size, subject, importance, etc.

The best way to archive the items in calendar is to sort the items by size and archive the ones which are occupying more space. It can then be sorted with importance as most users would like to keep the calendar items for future reference in a professional environment.

This scenario is very important and common as most users end up getting into a situation where their outlook stops working saying mailbox size exceeded. Below are the very simple and easy steps to fix this issue for common users without seeking help from technical support. Technical support agents can make use of this article to fix the issue for their clients and the ones seeking jobs in IT Support can learn a lot from this article. I have given the best practices used in MNCs. Apparently, I have also written quite a few articles on outlook and related troubleshooting on Techulator.

You can see the below article which has a lots of internal links about outlook features, issues and resolutions.

How to resolve the issue if the Outlook shows disconnected

How to add From or BCC fields in Outlook 2003 and 2010

How to recall Emails in outlook 2010 and 2003


Please use the following steps to Archive calendar items in outlook 2003 and 2010.

Outlook 2003


Step 1 - On the File menu in outlook, click on Archive

Step 2 - Click on Archive this folder and all subfolders.

Note: If you created other calendars below the default calendar, this setting will archive items from all calendars.

Step 3 - From the folder list, select the Calendar folder

Step 4 - In the Archive items older than list, select the date you want to archive items, select a date in the future

Step 5 - Select the Include items with "Do not Auto Archive" checked check box. Selecting this check box will archive everything, including items you have marked as an exception to Auto Archiving.

Note: All items in the selected folder and items in any subfolder are included in the archive. Click Calendar for calendar items. Select a date in the future to archive all items. When you select the Include items with "Do not Auto Archive" checked check box, all items are archived regardless without exception. Locate file name of the archive file.

Step 6 - You can accept the file location where the archive file is saved or browse to a different folder and provide the file name of your choice.
NOTE We recommend that you make a note of this location so you can easily find it later, if needed.

Step 7 - Click OK.

The archive will begin. On the Outlook status bar, you will see the menu Archiving. When you click Archiving, you have the option of cancelling the archive in progress. Any items already archived up to that point will remain in the archive file.

Outlook 2010


Step 1 - Click on File tab

Step 2 - Under Mailbox Cleanup, Click on Cleanup Tools.

Step 3 - Click on Archive.

Note: Some organizations turn off the ability for users to create Outlook Data Files (.pst) which are used for archiving items. If you do not see Archive command, your organization may have turned this feature off.

Step 4 - Click on Archive this folder and all subfolders.

Note: If you created additional calendars, selecting this setting will archive items from those calendars as well.

Step 5 - In the folder list, click on Calendar.

Note: All items in the selected folder and items in any subfolder are included in the archive. Click Calendar for calendar items. Select a date in the future to archive all items. When you select the Include items with "Do not Auto Archive" checked check box, all items are archived regardless without exception. Locate file name of the archive file.

Step 6 - In the Archive items older than list, select the date that you want. To archive everything, select a date in the future.

Step 7 - If you want, select the Include items with "Do not AutoArchive" checked check box.

Step 8 - You can accept the file location where the archive file will be saved, or you can browse to a different folder and provide the file name of your choice.

Note: We recommend that you make a note of this location so that you can easily find the archive file later.

Step 9 - Click on OK.

The archiving process begins. When you return to the main Outlook view by clicking the Home tab, the Outlook status bar indicates that the archive is in progress.

Any items that were already archived up to that point will remain in the archive file.

Note: To cancel the archive in progress, click on the red X mark.

Conclusion


Hence these were the simple easy to remember and practical steps to fix the issue with outlook archiving. This article would grab attention of a few sets of people.

People who are not good at technical aspects and would like to use simple and easy steps to fix the issue themselves without seeking help from technical expertise at work. Sometimes, it becomes difficult and frustrating to stay on hold for a technical support agent to answer the call and fix the issue. This kind of unnecessary frustration could be avoided at work by sing these less time consuming steps. They can blindly follow them and see a magical result that the issue has been fixed.

IT Support Specialists would be benefited by using these steps to help their callers instantly without routing ticket to higher support level and can save their FCR and improve customer satisfaction and thus contribute to the best and improved team performance.

People looking for IT Help Desk jobs in MNCs can make best use of my articles by seeing the above links I have given along with is article. These have been found out to be most commonly and frequently asked interview questions. They can prepare well by using my articles.

Also Read Outlook calendar and task reminders do not pop up in outlook in 2003 and 2010


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