Archive in Outlook (Exchange) similarily to gmail

D

DanB

I am a recent convert from gmail to outlook/exchange. I really enjoy it for
scheduling, tasks, etc.

However, I would like a better way to archive mail. I would like to keep
all of my mail for future reference and for it to be easily searchable. For
example, I would like to be able to delete an email out of my inbox but be
able to find it again.

Currently I just am not clearing my deleted items folder. The problem is
that it is not replicated on all computers/devices like all other folders.
It does seem to sync back with exchange.

Any suggestions are appreciated.
 
R

Roady [MVP]

Storing mail in the Deleted Items folder is a REALLY bad idea. Surely you
don't use your trash can to store your bank information at home as well?

From your example I understand you don't want to delete anything but don't
want to keep it in the Inbox folder either? Create a new folder and store it
there.
 
D

DanB

It makes sense that the deleted items folder isn't really what I want. I
guess that another folder would produce the results I want (and sync back to
exchange).

Is there an easy way to move mail from the inbox to somewhere else? IE, a
one touch button.
 
D

DanB

I was hoping for something a little easier.

Perhaps a macro/VBA script to remap the delete button. A keyboard shortcut
would be fantastic.
 
V

VanguardLH

DanB said:
I am a recent convert from gmail to outlook/exchange. I really enjoy
it for
scheduling, tasks, etc.

However, I would like a better way to archive mail. I would like to
keep
all of my mail for future reference and for it to be easily
searchable. For
example, I would like to be able to delete an email out of my inbox
but be
able to find it again.

Currently I just am not clearing my deleted items folder. The
problem is
that it is not replicated on all computers/devices like all other
folders.
It does seem to sync back with exchange.

Any suggestions are appreciated.
Click to expand...


Configure the global autoarchive option (tools -> options -> other ->
autoarchive) to however you want. The global option must be enabled
for any folder to get archived. Then right-click on each folder
(where you want to enable that archiving), Properties, AutoArchive
tab. The archive interval in the global option should be equal to or
shorter than the shortest time you set for archiving in the properties
of any folder where you have enabled archiving.

Once you have setup archiving, and if you still want to see the items
in the archive .pst file, use File -> Open to open that archive .pst
file. You can then search through the archive .pst file just like you
can search through your current message store.
 
R

Roady [MVP]

Nothing is holding you back from creating that functionality with VBA if
drag & drop isn't easy enough for you.
CTRL+SHIFT+V brings up the "Move to folder" screen.
 
R

Roady [MVP]

Yes, but I believe the OP only wants the messages out of the Inbox folder
and not out of the mailbox. The wish for having the "archive" available at
multiple devices gave me that impression.



-----
 
V

VanguardLH

in message
Yes, but I believe the OP only wants the messages out of the Inbox
folder and not out of the mailbox. The wish for having the "archive"
available at multiple devices gave me that impression.
Click to expand...


The "archive" is why I figured the OP was asking about the
auto-archiving function. If the OP wants to copy around his .pst
files to "replicated on all computers/devices" then he needs to copy
ALL of his .pst files, including the once for the archive file.
 
R

Roady [MVP]

Users do not always use the correct technical term for what they are trying
to achieve ;-)
Archiving to a pst-file might work but it is hard to sync. As long as
Exchange storage isn't a limitation I would leave it in Exchange. Pst-files
are not available on mobile devices and OWA either which could be a serious
limitation in this scenario.



-----
 
D

DanB

You guys are correct, I misused the term archive.

The more I think about it, the more the simple solution of simply moving the
messages to another folder works. Since the majority of my mail handled on
my laptop, finding a simple way to do this is probably the best solution.

I know a little VBA, when I find time I will see if I can't whip something
up to do what I'd like. Ideally I remap the delete key to move the selected
message to a specific folder, and add a button to the toolbar. I imagine the
last one is easy.

Also since my computer is running most of the time, if a message gets
deleted on my mobile device the computer does see it get deleted (or
something). Seems like I should be able to catch that also.

Should be fun to learn to do if nothing else.
 
R

Roady [MVP]

There is only a handful of messages that I move manually in a month. Pretty
much everything is sorted into the correct folder when messages arrive by
using rules (I have less than 10 rules). To keep an full overview of unread
items I use Search Folders. Further sorting methods I use are categories,
automatic formatting and custom views.
 
Top