MS Office 2016 Archives

MS Office 2016 Archives

MS Office 2016 Archives

MS Office 2016 Archives

Information Technology

The University’s migration of faculty and staff electronic mailboxes to Office 365 is bringing many new benefits to Pitt Email users. One feature that most users will appreciate is the increased amount of storage space for saved mail. These instructions cover how to move saved messages from local mail archives (PST files) to your online Office 365 mail storage space on the Microsoft cloud.

All Pitt Email (Outlook) users that have been migrated to Office 365 Mail are allocated at least 50 gigabytes of storage space on the Microsoft cloud. This represents a significant increase in available space when compared to the default storage allocation of the older, on-premises Microsoft Exchange service (Enterprise Exchange). Enterprise Exchange started users with 500 megabytes of storage (a half gigabyte) and then required Help Desk tickets to acquire additional space. These were usually doled out in single gigabyte increases.

Because of these storage limitations, many users chose to store their old mail messages locally, in PST archive files on their primary PC or laptop. This solution is functional but not very secure. Unless you store your archived mail folders on a server or manually back them up yourself, you run the risk of losing your old messages if your hard drive fails.

For this reason, users that have had their Pitt Email (Outlook) account migrated to Office 365 should consider moving their archived files back to their default inbox, where they will be easily available and regularly backed up by Microsoft.

Webmail Users

If you only access Pitt Email (Outlook) on the web and have never run into any email quota problems with your Pitt Email account, then you won’t need to read this page. These instructions are aimed at faculty and staff who primarily use an Outlook email client on a PC or laptop and have had to create a locally-stored mail archive for some reason.

The PST File

The PST file is a mail archive file created by Microsoft for its family of “Outlook”-branded mail applications. These applications include the Entourage mail client for the Macintosh and the web-based Office 365 Mail (the “Outlook” tile in the Office 365 environment). The format of PST files is proprietary, designed to only be opened by Microsoft mail applications. A PST file will be set off by the extension “.pst” if listed on a file inventory. If you look at a PST file’s properties on a Windows system, it will be listed as an Outlook Data File.

Locating Your Mail Archive Folder

If you are not sure whether or not you have mail stored in archive files, you will need to open your Outlook email client and look at the inventory of folders on the left side. For Outlook 2010, 2013 and 2016, you will need to make sure that the Home tab is selected.

If your version of Outlook is accessing a locally-stored archive file, it will be listed under the other folder entries (Inbox, Sent Items, Drafts) and set off with its own triangle icon. If you would like to make sure that a listing is a PST file on your local system, click once on the name so that it is highlighted. Then right click to bring up the secondary menu. If Data File Properties is listed as an option, then the file that you have selected is a PST file.

If you need to know the location of the file on your system, click on the Advanced button on the Properties box. The location of the PST file in your local file system will be listed under Filename.

Importing Mail From a PST File

If you have mail stored in a PST file, you can easily import those messages into your Pitt Email (Outlook) inbox archive with a few steps. How you go about doing this will depend on how you access your mail.

Importing Mail from a PST file using the Office 365 Webmail Interface

Importing Mail from a PST file using the Office 365 Webmail Interface

You will need to install and configure an Outlook email client application on a laptop or PC if you need to upload archived mail messages from a PST file to Office 365 Email. If you use Office 365 to manage your Pitt email, you will have to set up a mail client on a laptop or PC at least once to move mail from a PST archive to your online inbox. This is because the standard Office 365 mail interface (Outlook Online) does not feature a PST mail import function.

If you have a dedicated faculty or staff PC in a University office, then you probably have a version of the Microsoft Office suite installed. This suite should include a desktop application version of Outlook (Outlook 2010, Outlook 2011 for the Mac, Outlook 2013 or Outlook 2016). If you find a version of Outlook is already installed on your system, set it up for managing your Pitt Email (Outlook) following the instructions in the Read Your Email with a Client (like Outlook) webpage.

If you don’t have Outlook installed, you may have to install it yourself. Instructions for installing a current version of Outlook are available in the Installing Office 365 ProPlus webpage.

Instructions for importing mail from a PST file from various versions of Outlook are available in the sections below.

Источник: []
, MS Office 2016 Archives

AutoArchive not Working

AutoArchive and Archive are options in Outlook to automatically or manually initiate moving of Outlook items to an Outlook Data File (pst-files) based on preconfigured settings. You can set default AutoArchive settings but also overrule them on a per-folder level or via a manual Archive.

In some cases you’ll notice that AutoArchive or Archive is not working as expected even when all settings appear to be correct. Use the steps below to troubleshoot and get AutoArchive and Archive working again.

In this guide, the terms AutoArchive and Archive are being used interchangeable unless specified otherwise.

Changing AutoArchive or Archive settings

As mentioned, AutoArchive and Archive settings can be configured on multiple levels;

  • Default AutoArchive settings.
  • Per Folder AutoArchive settings.
  • Manual Archive settings.

Option 1: AutoArchive settings

Default AutoArchive settings can be set by via;

  • Outlook 2007
    Tools-> Options-> tab Other-> button AutoArchive…
  • Outlook 2010 / 2013 / 2016 / 2019 / Office 365
    File-> Options-> Advanced…-> button AutoArchive Settings…

AutoArchive settings.

Option 2: Per folder AutoArchive settings

To overrule default AutoArchive settings for a specific folder;
Right click on the folder-> Properties-> tab AutoArchive.

Option 3: Manual Archive settings

You can manually start the Archiving process via;

  • Outlook 2007
    File-> Archive…
  • Outlook 2010 and Outlook 2013
    File-> Cleanup Tools-> Archive…
  • Outlook 2016, Outlook 2019 and Office 365
    File-> Tools-> Clean Up Old Items…

When Archiving is in progress, it is displayed in the Status Bar.

Archive command not available

If you cannot find the AutoArchive and Archive settings in the aforementioned locations and you are working in a corporate environment, it could have been disabled by your administrator as a Group Policy.

This is quite common practice as it could lead to pst-files scattered around clients and thus decentralized management. In this, you can ask your manager or mail administrator about the corporate policy for archiving; what should be kept how long and where should it be stored instead?

Another reason for the option to go missing is when you have an Exchange account and Online Archive has been enabled for you on the Exchange server. In this case, Outlook will automatically disable the client-side archiving options and archive according to corporate policies set on the Exchange server.

Excluded from AutoArchive

A specific item will not be archived when the property is set to exclude it from AutoArchive. You can find this option by opening this item and then choose

  • File-> Properties-> option: Do not AutoArchive this item.

You can also customize your view to easily get an overview for which items this option has been configured. For instructions see; Do not AutoArchive this item checkbox.

Modified Date or Sent/Received date

By default, Archiving works based on the modified date of an item. The modified date of an item can be viewed by opening the item and then choose File-> Properties. The item will only be archived when the modified date of the item is older than the date set for archiving. Actions that can cause the modified date to change are;

  • reply
  • reply to all
  • forward
  • move to another folder
  • editing
  • saving
  • importing

In some cases (depending on the tools being used) scanning the item by for instance a virus scanner, anti-spam filter or synchronization software can also cause the modified date to be changed.

Changing Archive to sent/received date

To change the Archive feature to function on the sent/received date of an item instead of on the modified date, you must have the following updates installed;

  • Outlook 2007
    The revised version of update KB2412171 (January 2011) or later.
  • Outlook 2010
    Hotfix KB2516474 (April 2010) or later (like Service Pack 1)
  • Outlook 2013 / 2016 / 2019 / Office 365
    No update needed.

After applying the update or Hotfix, you can enable the option via the Registry;

Key for Outlook 2007:

Key for Outlook 2010:

Key for Outlook 2013:

Key for Outlook 2016, Outlook 2019 and Office 365

Value name:
Value type:

E-mail messages will now be archived based on their Received date, Calendar items based on their scheduled date and Task items based on their Completed date. For more information about the new and old behavior for archiving see KB2500686 (Outlook 2007) and KB2553550 (Outlook 2010).

Via a Registry edit you can archive based on the Received date instead of the Modified date.

Damaged archive.pst

When the archive.pst file (or whatever the name of the pst-file is you archive to) has become corrupted it will not be possible for Outlook to archive to that file. You should then close Outlook and use the Inbox Repair Tool (scanpst.exe) to scan it for errors or create a new one.

The location of scanpst.exe depends on the version of Outlook that you are using. You can find the location of and usage manual for scanpst.exe in the guide; Using the Inbox Repair Tool (scanpst.exe).

Archiving to a network share

Connecting to pst-files which are stored on a network share is not supported by Microsoft. The same is true for archiving to a pst-file on a network share.

Due to the high disk activity caused by the archiving process, the archiving process might fail or the archive.pst file might even become corrupted when you attempt to archive to a network connected pst-file.

Therefore, make sure your connected pst-files are always located on your local hard disk. You can of course still make a backup of your pst-file to a network location.

If your mailbox is currently being archived to a pst-file on a network share or want to change your archive location in general see: Relocate the archive file.

Full Archive.pst

When the archive.pst file (or whatever the name of the pst-file is you archive to) is full, Outlook won’t be able to store more items in it.

  • Outlook 97-2002 pst-files (ANSI)
    The maximum file size is 2GB with a warning that the limit is about to be reached at 1.8GB.
  • Outlook 2003-2019/365 pst-files (Unicode)
    The default limit is 20GB in Outlook 2003/2007 and 50GB in Outlook 2010, 2013, 2016, 2019 and Office 365. A warning will display at 19GB and 47.5GB respectively.

When the warning limit is reached, you won’t be able to move items to this pst-file anymore (either manually or by using AutoArchive). When this size is reached, you are still able to access the file to clean it up but it’s recommended to create a new archive file.

To determine whether you are using an ANSI or Unicode formatted pst-file see; Am I in ANSI or Unicode format?

Full Mailbox

It’s quite likely that you won’t bother about archiving your mailbox until your mailbox has reached its maximum size set by your mail administrator

When trying to send a message when your mailbox is full, you’ll actually receive an error stating that your mailbox is full. However when you try to archive when your mailbox is full, Archive will not work and you won’t receive an error stating that either.

To get Archive to work again you can either delete or move some items to your archive file by hand or contact your mail administrator to (temporarily) increase the size of your mailbox.

For cleanup tips, see the guide; Tips For Cleaning Up Your Mailbox.

Last modified: August 21, 2019
Источник: []
MS Office 2016 Archives

In-place archiving in Office 365 offers additional mailbox storage space to its users. But, to archive emails in Outlook, the user mailbox should have “Archive mailbox” enabled. Once the archive mailbox is enabled, users can move messages from the primary mailbox to the archive mailbox.

To enable archive mailbox in Office 365, follow these steps

  1. Visit and sign-in with your Office 365 credentials.
  2. In the “Security and Compliance Center,” select “Data governance,” and then click “Archive.”
  3. The “Archive” page will be displayed on the screen. You’ll see all the mailboxes that are connected to your Office 365 account. Also, the archive mailbox column will show whether an archive mailbox has been enabled or not.
  4. Now, select the mailbox for which you want to enable “Archive mailbox.”
  5. A warning will be displayed on your screen as shown below. Click “Yes” to enable archive mailbox.

It will take a few seconds to create the “Archive mailbox.” Once it is created, the user will be able to see the archive mailbox.

How can Office 365 users archive emails?

If the archive mailbox is enabled, you can archive emails by following these steps:

  1. Login to Outlook using Office 365 account. Now, open the folder from where you want to archive emails.
    Note: You can also perform this action by selecting the specific emails, and then clicking “Archive” icon on the top pane of Office 365 account.
  2. Select the specific emails and right-click on them. A wizard will appear on the screen. Hit the “Archive” button to move these emails to the archive mailbox.

Archiving in Outlook 2016

To archive emails in Outlook 2016

If you have configured Office 365 account in Outlook, then you can use the archive feature of Outlook to archive old emails. However, please remember that emails are archived locally to the Archive folder of Outlook.

  1. Open Outlook on your desktop and select emails from inbox or any other folder.
  2. Now, right-click on those selected emails, and click “Archive” to move emails to the archive mailbox.

Note: You can also perform this action by selecting emails, and then clicking “Archive” in the ‘Delete’ group (of the ribbon). You can also use the “backspace” button on the keyboard to directly archive the selected emails.

How to archive an Outlook folder

  1. To move a whole folder to archive, then go to the “File” tab and select “Tools.” Now from the drop-down menu, select “Clean up old items.”
  2. A window will appear on the screen with all the folders of Outlook. Select the specific folder that you want to move to archive. In this section, you can select the date from which you want to archive the emails. Also, you can include emails that have enabled “Do not Auto Archive.” Select the location on your system where you want to save this archive file and click “OK.”

Archiving in Outlook 2013 and 2010

The archiving process in Outlook 2013 and 2010 is similar. To archive emails in Outlook 2010 and 2013, follow these steps:

  1. Open Outlook and go to the “File” tab.
  2. Now, choose “Cleanup Tools” and select “Archive” from the drop-down menu.
  3. A pop-up window will appear on the screen with all the folders of Outlook, select the specific folder that you want to move to archive mailbox.
  4. Select the date from which you want to archive the emails. Also, you can include emails that have enabled “Do not Auto Archive.” Select the location on your system where you want to save this archive file and click “OK.”

    This archive will be saved to the chosen location.

This way you can easily archive emails in Office 365 and Outlook.

Источник: []

What’s New in the MS Office 2016 Archives?

Screen Shot

System Requirements for MS Office 2016 Archives

Add a Comment

Your email address will not be published. Required fields are marked *