I've set up an IMAP account with outlook 2010.
When I delete emails in Outlook they are moved to the 'deleted' folder on the server. However, due to limited space I would like to keep a local copy of the deleted email messages and remove them from the server.
How do I achieve this?
Select all of the deleted messages in "deleted items" > move them to a new folder say "To be archived". Next go to FILE > Cleanup Tools > Archive. Select "To be archived" folder , select items older than "today", point to a place on your hard disk and click OK. After the archive is complete you can remove "deleted items".
Whenever you need to open your archive, just go to FILE > Open > Open data file > Navigate to your archive > OK. These messages will appear at the bottom of the mailbox tree on the left.
That's all.
In answer to the question "Is there a way to automatically send deleted files to a specified folder? " - yes there is - or at least, a way to achieve this same thing - using autoarchive.
In the properties of the Deleted Item folder, go into Auto Archive, and set it to move to an Archive PST. Choose how many days old as a cut-off. Then, set Auto Archive to run frequently ( I have it set to run daily without prompting).
I do this at work because their Exchange policy deletes everything over 7 days old from Deleted Items, so I save them to the archive PST.
P.S. One other tip, to backup your Archive PST if it is large, try "Mailstore Home" - it creates backups that are incremental in effect - by splitting its backup output into files of about 10MB so that you don't have to re-copy the existing ones.
