Archives and Backups

Managing your e-mail box may appear difficult, however, Outlook provides you with two important options for keeping your e-mail box lean and ready to process new mail: archiving and backup. You move files from one location to another when you archive, and you copy files to a backup such that files exist in the original location and in the backup location. In our system, when you move files from your mailbox on the Centerbeam server to your old email files, this frees up space on the server and helps you stay within your 100 MB limit. However, there is no backup of your old email files unless you create it. When you backup a file or folder you make a copy of the original in a different location. When the backup location is on a different computer or network it offers you protection if your own computer should fail. It is important that you periodically create backup files of your old email files if you want to be able to recreate these files should your computer fail. The easiest way to accomplish this backup is to copy your .pst file to a disk or to our server. 

We have created a space for your backup files on our server. We called it P: drive for your .pst files. You may have already noticed this drive when you click on "My Computer". It is a personal space just like your personal folder on the M: drive. If you use this space, please only put .pst files in it. Also, please only put one copy of each archive or backup file. If you are not sure where your .pst files are located, use the search feature on your start menu and search on *.pst. Then copy your .pst file to the P: drive.

If the P: drive path has not already been added, or you use the P: drive letter for another purpose such as Past Perfect or another application, you may have to assign another drive letter to the .pst folder. If you need help with this contact the Help Desk.

If you have time for a little training or automation keep reading.

1. Understanding Archives.

Archiving is one of the easiest ways to clean up your e-mail box. If you set your AutoArchive to move files from your active inbox to your Archive folder every 30 days or so you will probably never have to deal with running out of space. To modify this function go to your Outlook "Tools", "Options", "Other", and push the "AutoArchive" button.

For more information go to the path below or if you are already proficient at this skip to the next topic.

http://office.microsoft.com/en-us/outlook/HA011229321033.aspx?pid=CL100626971033

2. Understanding .pst files and how you can use them to manage your e-mail.

You can create as many .pst files as you wish. Each can have a specific purpose. You may want to do what I do and create a .pst for each year. This way I can move all old files out of my inbox and store them by year. Then each year I can save the oldest to a CD/ROM and store them off my computer and the network. Just remember, it is important to know where you put these .pst files. If you put them in the Outlook default folder you will always be able to find them.

For more information go to the path below or if you are already proficient at this skip to the next topic.

http://office.microsoft.com/training/Training.aspx?AssetID=RC010265551033&CTT=6&Origin=RC010265551033

3. Using network space and tools to backup your files.

You can copy your .pst files to the P: drive yourself offering you protected backup space. If you would like Outlook to remind you to make backups, and have Outlook save those backups for you, you can find a very useful add-in to Outlook at the following address:

http://office.microsoft.com/en-us/outlook/HA010875321033.aspx?pid=CL100626971033

Close Outlook to install the application. Once you download and run this application you will find it in your "File" pull down in Outlook. It will be called "Backup". Click on "Backup", set the path to P: drive, and then choose an interval for backing up your files. This backup function will only take place when you are on our network so if you travel, doesn’t forget to backup your files as soon as you return.

This is just a few of the tools available for you to protect you information. For more tools and training go to your Outlook Help menu.