Instant Archive Outlook Messages

Here is my approach to perform instant auto archive of emails in outlook. I generally created one data file per year so that the file size is small and can be maintained easily.

I'm using Outlook 2013.

Step 1.

Create Data file. Click File->Account Settings -> Account Settings

 Step 2.

Select Data Files tab and click Add button. Now select a file name and location. Example d:\email_backup\2013.pst

 

Step 3.

Once the file has been created, it will appear in your outlook screen. It will currently have nothing in it.

 

Step 4.

Create folders so you can save the messages. I generally create one for Inbox and one for Sent.

Step 5.

Now we will create rules to automatically copy a message whenever one is received or sent.

Click on Rules->Manages Rules & Alerts

Step 6.

Click on New Rule and select Apply rule on message I receive from the Start a blank rule category.

Step 7

Click Next. Don’t select any options and click Next again. You'll see a popup confirmation dialog asking you that the rule will be applied to every message you receive. Click Yes.

Step 8

Select move a copy to the specified folder and select the inbox folder in  your new 2013 data file. Click OK. Click Next and Click Next Again.

Step 9.

Give your rule a name. e.g. Archive_Inbox and click Finish.

Now every time you receive an email it will be copied to the data file instantly.

Note: You may want to tweak the rule or add a new data file every year to keep it simple.