Time and again, it’s has been said that backing up our data is a good idea. And, the same goes for the email as well.  You may want to archive your email every so often, such as monthly, quarterly, or even yearly. In the post below will show you how to create an archive folder in Outlook. Usually your email is stored in a .pst file. To create an archive email, we will be moving the email into an archive .pst file.

Always note when you archive your email into additional .pst file, all the email you select to archive is moved into the archive file and is no longer obtainable in the main .pst file.

  • To initiate archiving your email, get on the “File” tab on the ribbon.
  • On the Account Information screen, click the “Cleanup Tool” button next to “Mailbox Cleanup.”
  • Select “Archive…” from the drop-down menu.

The Archive dialog box shows. Select “Archive this folder and all subfolders” and select a folder to archive. If you wish to archive all your correspondence, select the node with your email address at the first.

Now click the “Archive items older than” drop-down list to select the newest date for substances to be archived. A calendar pops up. Select a date in the present month by clicking on the date or scroll to a different month to choice a date. All matters older than the particular date will be archived.

If you want to archive matters that are not set to archive spontaneously using AutoArchive, select the “Include items with “AutoArchive” checked” check box.

After doing the same, now click on the “Browse” button if you want to modify the location where the archive file will be kept and the name of the archive file. From here, click OK when you have made your choices.

Notice that all the email communications you selected to archive are not accessible any longer in the main .pst file. The archived .pst file must become accessible routinely in Outlook. Though, if it doesn’t, click the “File” tab.

In the left side of the blue panel “Account Information” screen, click on “Open & Export.”

And, on the “Open” screen, click “Open Outlook Data File.”

The “Open Outlook Data File” dialog box opens. Now steer to the location where you protected the archived .pst file, select it, and click OK.

In the left pane of the main Outlook Mail window, a unit called “Archives” shows and the emails you archived are accessible.

Archiving email can assist you keep your emails prearranged, making it easier to find older emails and to keep your inbox and files orderly.

You like outlook or you like outlook you have no other option as it’s still one of the most used business professional tools online. Thanks to the broad reach, application features but looks like cumbersome, taxing and boring software made ever. Don’t fret, as we’ve some unique ways to make Outlook more interesting and innovative. You have to have a new insight, we mentioned joke. Anyways enough jokes let’s get into few useful features that you can use on a daily basis and still admire them.

No wonder Outlook is a powerful tool for business professionals, but it can be a bit perplexing and clumsy to use. These tips will help you get the most out of Outlook’s features with the least amount of hassle.

Let’s begin with few shortcuts. Are you using these smart hacks?

  • Ctrl+R: reply to email
  • Alt+R: reply to all in email or switch to the work week calendar view
  • Alt+W: forward email or switch to the weekly calendar view
  • Ctrl+M: F9 to Send/Receive all
  • Alt+S: Send an email
  • Ctrl+G: open the “Go to date” dialog to jump to any date on the calendar

Use email templates to never write the same email twice

Exhausted of sounding like a wrecked record? For those emails, you send often, such as applications for information or notices of due statements, save the email as a template via File > Save As… > Outlook template. Then, to use the pattern, go to New Items > Choose Form… and look in your “User Templates in File System” to surf for the template you kept. Or, even faster, just double-click the OFT file from Windows Explorer and create a new text message from that template. You can also use text extension to complete this across any database on your computer.

Flag messages

With a message or two selected, just hit the insert key to tie the flag on or mark it done.

Limit desktop statements to only the most significant emails. It’s awfully disturbing to continually be told “you’ve got mail!” but you still want to get informed of the most significant signals. In Outlook, set desktop notices only for those VIP messages.

Create a new item from your clipboard

You can simply copy any text to your clipboard, then in Outlook press Ctrl-V. Outlook makes a new note (or note or whatsoever item, dependent on the folder you’re watching) with the text already attached.

Take advantage of Outlook’s Quick Steps

Quick Steps is the awesome feature Microsoft presented with Outlook 2010. They’re shortcuts to any multi-step stroke you can think of, such as moving emails to a particular folder and marking them as read or sending an email to your team and abating it at the same time. It makes short work of monotonous tasks, and you can generate your own Quick Step actions.=

Use Google Drive as Cloud Storage in Outlook

You can incorporate your Google drive into MS office, if you use it as your cloud storage data to open documents openly from Drive and save to it, without parting your office programs.

For doing so, all you need is to basically download the Google drive plugin for office and the next time you open your Outlook you’ll be capable to attach files right from the drive using this devoted button.

Get Delivery and Read Receipts

You can appeal for a delivery and read the script if you want to get noticed about emails sent or received. To do so, click on the Options tab while containing the message. At the same time, you can trace down all the messages. Simply go to File and select mail option and scroll down to the recipient’s email server.