How to Archive Mailboxes in Exchange
When you are given access to a Microsoft Exchange e-mail account, you are also given a mailbox storage limit that you must not exceed. If your e-mail messages exceed the storage quota, you will not receive new e-mails, meeting requests, or other notices. The best way to avoid exceeding your storage quota is to archive your mailbox. That takes your e-mail messages off of the Exchange server and transfers them to your local hard drive.
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Instructions
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Open the Start menu and click on the "Microsoft Office Outlook" icon.
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Enter your Exchange username and password at the Outlook login screen.
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Click on the "Mail" tab in the lower-left corner of the main Outlook window.
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Highlight your "Inbox" or the Exchange mailbox that you want to archive to your local computer.
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Go to the "File" menu at the top of the window and choose the "Archive" option.
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Use the calendar drop-down menu to select which e-mails in your mailbox should be archived. This is determined by the date they were originally sent to you.
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Click on the "Browse" button to choose where you want your Outlook archive file to be stored.
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Click "OK" to save the settings and archive the selected mailbox.
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Tips & Warnings
Set up an automatic archive by right-clicking on any mailbox and choosing "Properties." Then go to the "AutoArchive" tab and choose what archiving settings you want to use.
