Is there an easy way to archive e-mail?

[NJCher]

Doing it using the Microsoft Outlook Express directions ends up with no results and a huge waste of time. A colleague at DU tells me:

I followed Microsoft Outlook's instructions on archiving by compressing its folders. The problem I found out after I tried to retrieve the compressed folders was I needed a program to read them! Microsoft Outlook failed to mention that! I was so angry, and I found the program to open those compressed files was incredibly expensive.

I tried a program called E-Mail Saver by Mazepath Software and that turned out to be a bust. Couldn't run the software because of all kinds of "file not found" errors and "ActiveX component can't create object" messages. So I asked for my money back on that one.

It would seem that when the cost of storage is less expensive than the cost of one's time, there would be an easy solution to this. But there doesn't appear to be. Has anyone in DU-Land solved this conundrum?


Cherr.

[Bush_Eats_Beef]

1. Take a look at this from the Microsoft Web Site

http://support.microsoft.com/default.aspx?scid=kb;EN-US;270670

Are these the instructions you used?

ON EDIT:

For some reason the link is not working properly. The article is Microsoft Knowledge Base Article - 270670
OLEXP: How to Back Up and Recover Outlook Express Data

If you go to http://www.microsoft.com and type "Microsoft Knowledge Base Article - 270670" in the search box you can access it that way...

[NJCher]

3. those weren't the instructions I followed

So I tried them. I can do the functions listed in the instructions (Copy Mail Files to a Backup Folder) but I can't open the backup folder. The program simply will not open them.

Very frustrating.

Now I will try Old and In the Way's method.

Hope this is easy! I'm about to beat my head against the wall!


Cher

[Old and In the Way]

2. Here's an easy way that I use.

Close out of Outlook. Find the outlook.pst file on your computer...it's buried in a hidden folder, IIRC. I have an external hard drive that I copy this file to. Name this copy something like Outlookarchieve1.pst

You can then "select all" and delete whatever volume you might want in the current Outlook database.

If you need to access the records in the Outlookarchieve1.pst file, do an import ommand and point to it.

[Bush_Eats_Beef]

4. But Cher's using Outlook Express, not Outlook...right?

Outlook is easy, especially if you download the MS backup add-in. Outlook Express is a different animal altogether...

[Old and In the Way]

6. Oooops, you're right, my bad.

But the e-mails must be in a file that you can copy, right? Pretty much should be the same procedure, I'd think. Don't know how to port back in, though.

[Bush_Eats_Beef]

9. Yes, the file names are in post #5

The Microsoft Web Site has quite a lot of info on switching from Outlook to Outlook Express or Outlook Express to Outlook, as well as backup info.

The main difference (other than the difference in the programs themselves) is that you can do a one-click backup with the plug-in for Outlook, while in Outlook Express it's a manual process.

I'll keep an eye on the thread to see if there are any more questions.

[Bush_Eats_Beef]

5. OK, here's another one for Outlook Express...not Outlook...try this

...also from Microsoft.

How to Back Up Mail Folders
Copy the entire folder that contains the .mbx files to another folder:
Quit Outlook Express.
Create a new folder to store the idx, .mbx, and Folders.nch files in. For example:
C:\Backup

For information about how to create a folder, click Start, click Help, click the Index tab, type new folder, and then double-click the New Folders topic.

NOTE: You do not have to create a new folder, you can use a folder that already exists.
To locate the mail message store folder of Outlook Express 4, click Start, point to Find, and then click Files Or Folders.
In the Named box, type *.mbx, and then click Find Now. Note the location of the Inbox.mbx file in the In Folder column of the search results. These folders are usually found in a location such as:
drive:\Program Files\Outlook Express\username\Mail
drive:\Windows\Application Data\Microsoft\Outlook Express\Mail
drive:\Windows\Profiles\username\Application Data\Microsoft\Outlook Express\Mail

NOTE: There may be more than one Inbox.mbx file, which indicates that you have mulitiple storage folders. Note the location of all the Inbox.dbx files, and back up all of the folders that contain .mbx and .idx files. It is important that you back up the entire contents of the Outlook Express store folder, especially if you want to import the files into an updated version of Outlook Express. Without the .idx files, the .mbx files (which contain the actual messages) cannot be imported into Outlook Express 5 or later.
For each message store folder that you find, copy the folder that contains the files to the folder that you created in step 2. If the names of these folders are the same, you can rename them immediately after you copy them (for example, Mail Backup1, Mail Backup2, or some other obvious naming scheme.)

For information about how to copy a file, click Start, click Help, click the Index tab, type copying, and then double-click the Files or folders topic.
For additional information about backing up mail folders, click Contents And Index on the Help menu in Outlook Express, click the Index tab, type backing up mail folders, and then click Display.

[dmr]

7. Kick

I sure would like to know too.

I'm a bit confused. Is Outlook available in Windows XP? If so, how can we switch from Outlook Express to Outlook, seeing that you can archive Outlook.

Signed, Confused

:shrug:

[Bush_Eats_Beef]

8. Outlook is either bundled with MS Office or sold as a stand-alone

If you are using Outlook Express and then install the full MS Outlook, this is what you do:

In Outlook, on the File menu, click Import and Export.
Click Import Internet Mail and Addresses, and then click Next.
Click Outlook Express.
Select the Import mail check box.
Click Next.
Click Finish.
To save a copy of the import summary to your Inbox, click Save in Inbox.

Then, install the Outlook 2003 Add-in: PST Backup (available as a free download on the Microsoft Web Site).

(The Personal Folders Backup download creates backup copies of your .PST files at regular intervals, in Outlook 2000 and later versions, making it easy to keep all of your Outlook folders safely backed up)

It's then a one-click process. You are given the option to backup your inbox only or your archive folders as well.

[NJCher]

10. thanks so much!!

Wow, you really pulled some good info together there.

I guess I'll have to switch back to Outlook.

Thanks again.


Cher

[Old and In the Way]

12. Good idea!

Outlook is an excellent program....lots more integrated tools, particularly if you run a small business.

[dmr]

11. Thank you, BeB!

I do have Outlook in Office '97. I'll switch over to it tomorrow.

Thanks a bunch! :)