October 15, 2001

E-Mail Messages - To Save or Not To Save

By Teresa Lightle- Computer Training Coordinator

Many of us receive hundreds of e-mail messages over a course of the year. Some messages are important enough to save for future reference. One way to save messages is to archive them with Outlook’s Archive feature. This feature allows the user to select messages, compress and stored them in another location, usually the users hard drive or server folder.   

TO MANUALLY ARCHIVE MESSAGES: With Microsoft Outlook open on your desktop, Choose File in the menu bar. Go down to the option Archive… In the Archive Dialogue box, choose Mailbox [Your Name].  Leave the radio button chosen which reads Archive this folder and all subfolders. Under Archive items older than this date, there will be a date shown.  If you want to change the date, you may click on the down arrow by the date box.  It will open a calendar, and you can select a different date.  

Outlook has a unique way of dating items. Even though a message was sent January 15, if the message has been reopened, moved or altered in any way, the message then takes on the last date it was handled. Therefore, items sent after the date issued to archive will remain in your current folders. 

The next step to archiving is to choose the location where you want to save the archived messages. If you have a folder on the Network, this would be the first choice as the network is backed up daily.  If you do not have a network connection, the next choice would be to save the file under “My Documents” on the hard drive of the computer. Use the Browse button to navigate to the folder where you will save your files. Once the location is selected, click the OK button. You will see icons, which appear to be transferring data once the transfer is completed, your items have been archived. 

The compressed files are stored with the file name Archive.pst  

It is important for users to recognize this file so it will not be accidentally deleted.  

Next Issue: How to retrieve stored and compressed messages.  

A Different View of Microsoft Word

Word has several ways to view a current document. To change your current view of a document choose View from the menu bar. 

Normal View – Work in normal view for typing, editing, and formatting text. Normal view shows text formatting and  simplifies the layout of the page so that you can type and edit quickly. In normal view, page boundaries, headers and footers, backgrounds, drawing objects, and pictures that do not have the In line with text wrapping style do not appear.  

Print Layout View or Page Layout View -- Work in print layout view to see how text, graphics, and other elements will be positioned on the printed page. This view is useful for editing headers and footers, for adjusting margins, and for working with columns and drawing objects. 

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For Questions or Comments about this newsletter please contact: tlightle@bcoe.org

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