Archiving Messages

Overview

Messages are archived using Archive Tasks.

The rules around archiving are as follows:

  • Only message items will be archived - Contacts, Tasks, Notes, Appointments (Calendar items) etc will be ignored
  • Archived messages are tagged so if they remain in Outlook they will be ignored by future archiving tasks
  • Only Outlook folders whose default type is messages will be scanned
  • Archive folders do not need to exist, the will be created during the archiving process as required
  • The Archive Store/Folder Path tells you exactly which Store or Folder your messages will be archived into (which may or may not exist in the Archive)
  • You may or may not be able to select an Archive Store/folder. This is by design and depends on which scenario has been selected. The Caption of the Archive Store/Folder Path field tells you what it expects to be selected (if at all)

An Archive Task can be used ad hoc, or if you have common Archive Tasks you want to run in the future you can save an Archive Task then recall it at any stage to run it again.


Figure 1: The Archive Task form

The Archive Task form is broken down into sections:

Scenario:

  • What type of archiving do you want to do

Locations:

  • Where do you want to archive from (Outlook store/folder)
  • Where do you want to archive to (Archive store/folder)

Date Filter:

  • What date range do you want to apply to the messages being archived

Ignore message options: Do you want to exclude messages that

  • Are stored in subfolders of the selected folder
  • Have a follow up flag assigned
  • Are flagged as Unread
  • Are flagged as Do Not Archive

Delete message options:

  • Do you want to delete messages immediately after archiving
  • Do you want to delete messages next time you archive

Duplicates:

  • No Action (duplicates are archived)
  • Ignore duplicates (do not archive them and leave them in Outlook)
  • Delete duplicates (do not archive them and delete them from Outlook)

NOTE: A duplicate message is one that is an exact copy of another message. It has the same date/time, sender, recipients (to, cc and bcc), subject and body. This option is handy if you have 2 copies of the same personal folders file from different times. It allows you to make a complete copy of the two files without duplicating messages.

Archive Scenarios

There are 4 different scenarios that you can use to archive messages in different ways. The scenarios provide options for selecting different sources and targets. Within each of these scenarios there are other settings you can use to create many different types of archiving tasks.

Scenario 1: Archive Messages into new store

This scenario would be the first task you run in a new Archive. This will create an exact copy of the Outlook folders in the archive (if thats what you want to do).

 

Steps: Select an Outlook Store: ie. My Mailbox Set Options (Date, Ignore, Delete and Duplicates) Click Run Now


NOTE: If My Mailbox already exists in the archive, E-Rkive will prompt you to set a new unique Store name for the archive, ie My Mailbox-1. If you have an existing store in your archive and you want to add messages from the same Outlook store or another Outlook store of the same name, see Scenario 4.

Scenario 2: Archive messages into existing store (archive into the selected folder)

Select any Outlook store or folder and archive its contents (including subfolders) into any Archive store or folder.

 

NOTE: If Retain Full Path is not checked then you must select an Archive folder to archive the messages into. If Retain Full Path is checked then you do not need to select a folder. The Archive Folder path field will show you the folder where messages will be archived into. If part of the folder path is enclosed in square brackets, this shows you the archive folder you have selected. The rest of the folder path depends on whether or not Retain Full Path is checked or unchecked.

Example 1

You select Outlook folder My Mailbox\Inbox
Retain Full Path is checked
You do not select an Archive folder
Result = Archive folder is preselected as My Mailbox\Inbox

Example 2

You select Outlook folder My Mailbox\Inbox
Retain Full Path is not checked
You must select an Archive folder
Messages from My Mailbox\Inbox will be archived into whichever Archive folder you select.

Example 3

You select Outlook folder My Mailbox\Inbox
Retain Full Path is checked
You select Archive folder My Other Mailbox\Inbox
Messages from My Mailbox\Inbox will be archived into My Other Mailbox\Inbox\My Mailbox\Inbox.

You will notice that the Archive folder Path displays [My Other Mailbox\Inbox]\Mailbox\Inbox. This tells you that you have selected an Archive folder called My Other Mailbox\Inbox and the full path of the selected Outlook folder will be archived into it.

 

Scenario 3: Archive messages into existing store (archive into new folder within the selected folder)

Select any Outlook store or folder and archive the selected folder into any Archive store or folder.

Example 1

You select Outlook folder My Mailbox\Inbox\Newsletters
You select Archive folder My Other Mailbox\Inbox
Result: Messages will be archived into My Other Mailbox\Inbox\Newsletters

You will notice that the Archive folder path shows [My Other Mailbox\Inbox]\Newsletters.

 

Scenario 4: Merge complete Outlook Mailbox/PST into existing store

If you intend to archive an entire Outlook Store, this scenario would be the most widely used. This option must archive an Outlook store into an existing Archive store (can be the same name or a different name). Any folders found in the Outlook store that do not exist in the Archive store will be created.

 

Example: You have several Personal Folders files that you want to put into a single archive and you want to merge corresponding folders.// You want to periodically archive messages from the same store into the same archive store.

Running an Archive Task

Once you have selected the appropriate options for the Scenario you have selected, the Save Task and Run Now icons will be enabled.

Save Task

If you want to run an Archive Task with the same settings in the future, or you want to be able to add this task to a Session in the Task Manager so you can run multiple tasks at once, the Task needs to be saved.

Click Save Task to open the Save Task dialog.


Figure 2: Save Task Dialog

Enter a Task Name and a Description (optional) to make the task identifiable and click Save.

When you are returned to the Archive Task form, the title has been changed to reflect the Task Name and Description.


Figure 3: A saved Archive Task

Run Now

Click Run Now to start the Archiving process. If the Archive Task is not saved, or has changes, you will be prompted to save the Task.


Figure 4: Save Task prompt
  • Select Yes to display the Save Task dialog. When the task is saved the archiving process will continue. If you close the Save Task dialog without saving the task you are returned to the Save Task prompt (Figure 4)
  • Select No to run the archiving process without saving the Task
  • Select Cancel to cancel the archiving process and return to the Archive Task form