In order to make the ILRC Exchange Mail Server working efficiently, the infrequently used outlook data which is six months or one year old will be archived out of the server and are saved to a separate archived file sitting on the S: drive on the Athena server. Most of the archived data is Sent items and Deleted Items. It depends on the size of your mailbox. You can retrieve the archived Outlook data easily by the following steps.
- Launch your Microsoft Outlook 2003, click File -> Open -> Outlook Data File. See figures.
- Browse and locate the archived Outlook file. We save the archived file in S:\Archive\username.archive\[username_Initial]Archive_YYYY.pst. For example, Ecohen (EC) opens his 2005 archived Outlook data. YYYY is the year of archived data. See figures below.
- Select which year archive file you want to open, and then click OK.
- You will see Archive Folders shown on the left of your Outlook navigation bar. You can click them to open them. It takes a little while to open the file because the archive file is big. There may be a sign showing at the right bottom of the screen.
- You can right button click on Archive Folers to have a few operations on them. You can close the Archive Folders when you don't need them and you can open them again in the future. You can click "Properties" to see the name, size and year of the Archive Folders. Microsoft Outlook can not rename Archive folders.
Note:
- You can not retrieve archived outlook data on the Web Outlook.
- You can retrieve archived outlook data on the computer in the ILRC office, or you need special setting on the Microsoft Outlook 2003 your home computer.
- The archived outlook files are usually big, taking a few hundred MB space. One mailbox sends and receive about 500MB to 900MB a year.
- The archived outlook files usually archive Delete Item or Sent Item. I have to ask employees or get their permission if I need to do Inbox folder archiving.