Outlook Backup. Suggestions Please

C

CT

Hi

We are using different versions of Oulook, from 2000 to 2003 in our office.
A lot of the users have mission critical mail stored in their Outlook
folders / sub folders.
They constantly need to refer back to correspondence of over 2 years old.
The problem we experiencce is that their .pst files get enourmous and we
would like to know what whould be the best sollution to:
1. Archive the mail to reduce the size of the .pst file, but we probably
need an archive file for each year to prevent the archived file to get to
big.
2. Have access to the information stored in the archived files and to be
able to search and view without importing it into Outlook first
3. The search functunality in Outlook is realy great, as well as the ability
to search for related messages is realy usefull. Therefore we do not want to
start saving emails in different folders out of Outlook. Although this is
propably the best way to do it. Is there any other solutions available?

Thank you for any suggestions.
 
B

Brian Tillman

CT said:
We are using different versions of Oulook, from 2000 to 2003 in our
office. A lot of the users have mission critical mail stored in their
Outlook folders / sub folders.
They constantly need to refer back to correspondence of over 2 years
old. The problem we experiencce is that their .pst files get
enourmous and we would like to know what whould be the best sollution
to:
1. Archive the mail to reduce the size of the .pst file, but we
probably need an archive file for each year to prevent the archived
file to get to big.
Click to expand...

Pedanticism alert. "Archive" has a specific meaning in the Outlook
universe. It is a term referring to Outlook's ability to move items
automatically to other PSTs based on modification date. Your use of the
term above implies a meaning of "making copies of Outlook items in other
PSTs", and while that subsumes the Outlook term, it's not a strict use of
the word "archive" in relation to Outlook.

Creating a PST for each year is certainly one way to organize. Some people
here have a PST for each contact with whom they regularly communicate.
Others have PSTs that are specific to the subject matter of the message
(i.e., all correspondence concerning, say, the Boeing 7E7 we're working on).
The "best" way is the one that makes the most sense to you. Upgrading to
Outlook 2003 is also an approach because Outlook 2003's PSTs can be huge (20
Gb up to 4 Tb).
2. Have access to the information stored in the archived files and to
be able to search and view without importing it into Outlook first
Click to expand...

I don't know of any way to do this. Only Outlook can read Outlook PSTs.
3. The search functunality in Outlook is realy great, as well as the
ability to search for related messages is realy usefull. Therefore we
do not want to start saving emails in different folders out of
Outlook. Although this is propably the best way to do it. Is there
any other solutions available?
Click to expand...

Lookout is a good search alternative. See
<
http://www.microsoft.com/downloads/...ee-16e5-4961-91b8-2200ba31ea37&displaylang=en >

or

http://www.lookoutsoft.com/Lookout/
 
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