Archive items manuallyAn efficient way to reduce the size of your Outlook Data File (.pst) or Exchange mailbox is to regularly archive older items. Archived items are moved to a separate Outlook Data File for backup and storage. You can access to the archived items anytime by opening the archive Outlook Data File.
Archiving in Outlook can be completed manually or automatically scheduled. AutoArchive automatically moves older items to an archive Outlook Data File (.pst) at scheduled intervals. To learn more about AutoArchive, see Use AutoArchive to back up or delete items . By default, AutoArchive is turned on in Outlook 2010.
You can manually back up and archive items, in addition to AutoArchive or as a replacement. Manual archiving provides flexibility, and allows you to specify exactly which folders are included in the archive, and which archive Outlook Data File is used.
To manually archive Outlook items, do the following:
1.Click the File tab
2.On the Info tab, click Cleanup Tools and then click Archive.
3.Click the Archive this folder and all subfolders option, and then click the folder that you want to archive. Any subfolder of the folder you select is included in this manual archive.
4.Under Archive items older than, enter a date.
5.If you do not want to use the default file or location, under Archive file, click Browse to specify a new file or location. Browse to find the file that you want, or enter the file name, then click OK. The destination file location appears in the Archive file box.
6.Select the Include items with "Do not AutoArchive" checked check box to include any items that might be individually marked to be excluded from automatic archiving. This option does not remove that exclusion from these items, but instead ignores the “Do not AutoArchive” check box for this archive only.