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  1. #1
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    Outlook (2003 SP2)

    Is there a way to limit how long appointments will show on a calendar?

  2. #2
    Uranium Lounger
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    Re: Outlook (2003 SP2)

    Jan, can you explain what you mean by "how long" - do you mean how far out a recurring appointment will show, or something else?
    -John ... I float in liquid gardens
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    Re: Outlook (2003 SP2)

    Not a recurring appointment. We have appointment entries that go back to 2003. Is there a way to limit how far back they go, like one year, etc.?

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    Re: Outlook (2003 SP2)

    Two solutions:

    1. Archive old Calendar items using the Autoarchive settings specific to Calendar under the Calendar Folder Properties.

    2. Apply an Advanced Filter to the Current View, per the graphic, acces the menu via View | Current View | Customize ... (using "on or after last year" gives the last 12 months, not just the current years appointments).
    -John ... I float in liquid gardens
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    Re: Outlook (2003 SP2)

    Thanks so much, John. The second solution is just what I needed. Also, thank you for such a prompt reply.

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    Re: Outlook (2003 SP2)

    John, I spoke too soon. I used the second solution and I thought it was fine, until I did a search on the calendar. It picked up dates from 2004. Archiving seems to be the only way to not have old calendar dates show up in a search.

  7. #7
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    Re: Outlook (2003 SP2)

    Were they long running recurring appointments? At one point I think I was still seeing those after test applying the filter. Also, the filter has to be applied to each View - if you apply it to a Events Table view, it doesn't also apply to a Day/Week/Month View.

    (Another reason to use archiving is that it saves server and open PST space. I manually archive calendar items over 6 months old every quarter, or when I remember to.)
    -John ... I float in liquid gardens
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  8. #8
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    Re: Outlook (2003 SP2)

    I may have misread your Post - you did a Search? A Search is going to find EVERYTHING that meets your criteria, items hidden by a Filter on the View will still be found. The Filter only manages the Items showing in the View, it doesn't change their existence in the Folder.
    -John ... I float in liquid gardens
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  9. #9
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    Re: Outlook (2003 SP2)

    I should have realized that about the filter. Thanks for clarifying that. Our firm does not allow archiving due to legal discovery rules.

  10. #10
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    Re: Outlook (2003 SP2)

    Respectfully, archiving creates a PST that is an equal record for discovery purposes. It's like keeping the files in the basement instead of the fileroom adjacent to your office - the records still exist. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>
    -John ... I float in liquid gardens
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  11. #11
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    Re: Outlook (2003 SP2)

    I realize that and I am sure the firm does, as well, but they have that rule. Archive is not even available when you go into the properties of a folder.

  12. #12
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    Re: Outlook (2003 SP2)

    [eyeroll] Lawyers ... can't live with'em, can't kill 'em. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>
    -John ... I float in liquid gardens
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  13. #13
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    Re: Outlook (2003 SP2)

    You could not be more correct and I could not have said it better myself. A good day would be for all of the lawyers and medical doctors to be at the bottom of an ocean on another planet.

  14. #14
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    Re: Outlook (2003 SP2)

    If you look at the Advanced Find dialog (Ctrl-Shift-F), you can use the same Advanced criteria in the applicable tab to limit the search scope as available in the Filter - of course it will take you a little longer to set the criteria up on each use of Advanced Find.
    -John ... I float in liquid gardens
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  15. #15
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    Re: Outlook (2003 SP2)

    Okay, I will try that. Thanks once again.

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