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When it comes to efficient Disaster Recovery or Business Continuity Plans, backing up your data is vital. One potential area that many business owners forget is email. If you use Microsoft Office 365’s email program – Outlook – there is a way you can collect emails into one folder for easy backup: Archive.
Below are steps on how you can archive your emails in Outlook, and how you can retrieve archived items.
How to archive emails
When it comes to archiving emails, you have two options:
Before you manually archive your emails, we recommend creating a new folder in Outlook by clicking on Inbox followed by New Folder from the ribbon above the email screen. Select the name and location for the folder and press OK. You can then move emails you want to manually archive into this folder. From there:
A few things to be aware of
We strongly recommend that when selecting a file to store your archived emails that you select the default location suggested by Outlook. We also recommend that you archive emails you don’t need regular access to, because when you archive them, they are taken out of your Inbox.
Retrieve your archived emails
If you navigate to the folder you set for your backup, you will see the archived emails labeled as archive.pst. If you back up your system regularly, we strongly recommend you ensure that this file is also backed up, as if your system crashes and you haven’t backed up this file, you will lose all of your archived emails.
For users of Outlook 2013, you can easily access your archived emails by:
If you have an older version of Outlook, you can access your archived emails by:
Note: This will move ALL archived emails back into your Inbox and other folders, so you will need to re-archive them.
If you would like to learn more about Outlook and other programs included in Office 365, please contact us today.
Published on 18th June 2013 by Jeanne DeWitt.