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Outlook Problems


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I could assume that its a software limitation, but I need to ask this question regardless.

I have a rig that does one thing only, and that is receive all of the email for my entire company for security reasons. We call it the monitor or the log box. This machine runs Office 2003 and has a Xeon e5440 with 3GB of ram. Every day, I have to move all the email for an entire month into a pst and save it on our servers. Its around 60K emails per month and if I don't do it daily (which really its hard to keep tabs on it with everything else) then it becomes an endless task.

Is there something I can do that will make outlook respond better, or a process that will make it automatically send every email for a certain month into its desired PST??

Thanks for any suggestions!

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You could send every email to a desired pst, you only have to touch it once a month (the beginning) to establish a new pst and change the rule.

Tools, Rules and Alerts.

Setup your rule as you would like.

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You've already tried AutoArchive? You could in theory have AutoArchive run every day, moving items older than 1 month into another .pst file. The only catch is that archive .pst file will just keep getting bigger... you might have to remember to keep changing the name of the archive file to something new every month, or moving the current archive file to another location so Outlook creates a new one when it does another autoarchive. It's not perfect but definitely better than manually moving emails every day. ;)

AutoArchive itself isn't perfect, but I think there is 3rd party software out there that builds on the same idea. I can't remember any offhand but I've seen paid programs that work as Outlook add-ins that specifically do advanced Outlook backups/archiving, maybe something to Google around for.

BTW, is Outlook a requirement? Have you already looked at other clients to try to do this? e.g. Maybe Thunderbird can do this better?

Or maybe funneling all that email through GMail. Then what you do is configure Outlook to pull down all the email once a month via POP into a .pst file & empty out the GMail account.. or maybe more than once a month since that'd be a ton of email.

Just throwing out some ideas, not sure if you've already tried all this. Personally I think Autoarchive is probably all you need.

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I would create multiple PST files eg:-

May 2012

June 2012

July 2012

and so on...

Then use rules to move mail from the main PST file into the relevant PST based on the date.

You could in theory set this up for a year or more, and then just periodically check on it.

Periodically I would disconnect complete months PST files from outlook, to keep Outlook performing optimally.

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