Overview:

By default, Microsoft Outlook checks the sent/received date and the last modified date on an item being considered for archiving. Whichever date is newer is the one used to check against the archive policy. So, if you received an item in January of 2000 but modified it (by moving it to another folder, for example) in 2005 then the archive settings won't take effect because it'll read the item as being from 2005.

Unfortunately, when you performed your initial import of email into Link2Exchange that updated the last modified date of the email in your mailbox to match the date of your email import. This will prevent autoarchiving from working properly until the date of import is among the dates being archived.

For example, if you imported all of your email to Link2Exchange on 10/1/2004 and you want to autoarchive any items older than 5 months then you'll have to manually archive items until 3/1/2005 (5 months after the import date) because the items will all have the last modified date of 10/1/2004 and will therefore not be archived.

Procedure:

Follow this procedure for each email folder (Inbox, Sent Mail, etc) you want to archive old items from:

1. In Outlook, click Go->Folder List.
2. Click on the folder from which you wish to archive items.
3. In the message list column (just to the right of the folder list), click the Arranged By column header at the top of the list of messages then click Date.


• If the Arranged By column doesn't exist, click the Received column (or the Sent column, in the Sent Items folder) so that the arrow next to it points upwards.


• If you have the Arrange by Date column and 'Newest on top' is listed next to Arrange By Date, then click it so that Oldest on top is shown.
4. Click View->Reading Pane->Off. This will allow you to see the maximum amount of messages while still displaying the date they were sent or received.
5. Click on the first message once in your folder (which should also be the oldest) to highlight it.
6. Hold the Shift key (on your keyboard) down and click on the most recent message that you want to archive. This will highlight all of the messages received between the two messages.
7. Right-click on the highlighted messages and click Move to Folder.
8. Click the plus (+) sign next to Archive Folders and select the folder which corresponds to the folder you're currently in.


For example, if you're archiving items from a folder called 'Clients' then select the folder under Archive Folders named Clients. If this folder doesn't exist, follow the AutoArchive procedure listed below. The folders are created automatically when you run AutoArchive.
9. Click OK. The items have now been moved into your Archive Folders and off of our server.
10. OPTIONAL: Click View->Reading Pane->Right (or Bottom) if you want to have your mail preview window open for this folder in the future.

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