How to Archive emails from Outlook
Outlook stores your emails in Outlook data files commonly known as PST or OST files. These files contain all the emails, contacts and calendar information displayed in Outlook.
Shortfalls of storing your email in PST or OST files are –
- Only you can access your email (unless delegate access to your entire mailbox is granted by admin)
- If the file becomes corrupted you can lose all of you email
- If you go on holiday you emails remain in your inbox and colleagues are unable to review conversations which may be relevant to a project or client
- Most users who use Outlook to Archive their email never known where it has gone or how to recover it. When a user changes computers this information is often lost during any migration from one pc to another
Benefits of using the file system to archive your emails –
- Each email is an individual file
- Emails can be stored on the network in client or project folders alongside other documents
- It is easy to backup individual emails or job folders and each project can be archived as a whole
- Anyone who has access to the shared network folder has access to the email
- Email can be opened with Outlook, or even previewed in Windows Explorer
- There is no reliance on any proprietary email archive system or Administrator to manage another ‘system’
FileChimp is an Outlook addin that archives your emails into project or client folders on the network.
Archiving Outlook email using FileChimp is accomplished in 2 ways –
Automatic email filing –
Use FileChimp automatic email filing to file emails based on words or numbers identified in the subject line. FileChimp automatically finds the correct project folder on the network and files the email for you without any further action required.
Manual email filing –
Not all emails are project related. Use the File to Folder or Quick file Outlook ribbon icon to file single or multiple emails simultaneously.
Configured correctly manual filing should be limited to less than 30% of emails sent and received.