To archive emails from a folder located on your system or network, which contains Microsoft Outlook compliant .msg files, you must select the appropriate folder and set the appropriate settings if necessary. Once a profile has been created, it can be edited at any time.

The "Archive Microsoft Outlook MSG Files" window is separated in several tabs, which allows a simple and intuitive operation.

Folder Information

On the Folder Information tab, you can select the appropriate file folder from which emails should be archived. Basically, it is only necessary to enter the folder information correctly in order to be able to archive emails from a file folder so the other tabs do not necessarily have to be configured.

Folder

In the text box, enter the path to the corresponding folder, or select it by clicking the "Browse ..." button.

Include subfolders

Specifies if any existing subfolders of the selected folder should also be archived.

Profile name

Enter a profile name under which the profile should be saved.

Filter

By default, all available emails in the specified folder are archived, but you can also specify which emails should not be archived.

Don't archive spam messages

Specifies that emails detected as spam or junk messages should not be archived. This option can help keep your email archive small and clean, but it also slows down the archiving process as each email to be archived is checked for spam and junk characteristics so the process can be very time-intensive. Therefore, activating this option should be well-considered.

Please also note that this option depends on the spam filter settings you have set. If you did not enable spam or junk email detection options in the spam filter settings, the "Don't archive spam messages" option will not be considered during the archiving process and junk emails are being archived. Therefore, please remember to set spam filter settings accordingly.

Don't archive messages that are blacklisted

Specifies that emails that match the set blacklist criteria should not be archived. This option can help protect your email archive from unwanted emails, but it can slow down the archiving process slightly, since each email to be archived is compared to the blacklist before archiving.

Only archive messages that are older than

Determines that only those emails should be archived, which are within a certain period of time or which have been sent or received at a certain time.

Date

Determines the date and time to be considered for emails. The corresponding date and time can be selected from the calendar selection fields. After determining the date and time, only those emails which are older than the set date and time are archived.

Range

Determines the time period for emails to be considered. The corresponding period of time may be selected by the corresponding selection fields, e.g. "1 weeks". After determining the time period, only those emails which are older than the specified period are archived.

Message Deletion

By default, emails are not deleted after archiving them and remain in the specified folder until they are deleted manually from the folder. However, you can also specify that emails are automatically be deleted from the specified folder after archiving them.

Never

Determines that emails are not deleted after archiving them and that they should remain in the mailbox.

Immediately after archiving

Determines that emails are deleted from the mailbox immediately after archiving them.

At least <Period> after archiving

Determines that emails should be deleted from the mailbox after archiving them, but at the earliest after the specified period, such as "1 weeks".

When specifying e.g. "1 weeks", emails are archived during the archiving process and are automatically deleted from the mailbox one week after archiving, provided that the archiving process is carried out again after one week.

The desired time period can be selected from the corresponding selection fields.

If message is older than <Period>

Determines that emails are automatically deleted from the mailbox if they are older than the specified period, e.g. "1 weeks". The desired time period can be selected from the corresponding selection fields.

Miscellaneous

The Miscellaneous tab allows you to specify advanced options for the archiving process.

Dynamic archiving

Determines that all emails are dynamically archived, which means that remote content, e.g. images and scripts are not embedded in the archived email, so this remote content must be manually loaded in the email view.

Dynamic archiving is the default method, which is also the fastest as well as storage-saving archiving method.

Static archiving

Determines that emails are archived statically, which means that external content, e.g. images and scripts are embedded in the archived email so that this remote content do not need to be manually loaded in the email view.

When statically archiving an email, the corresponding email is checked for remote content during the archiving process, which is then downloaded from the internet (if available) at the same time so that this content is embedded directly into the email to be archived.

Please note that static archiving will slow down the archiving process as every remote content of the corresponding email is downloaded from the internet to your local system. Depending on how large the corresponding remote content is, this can slow the archiving process enormously and noticeably.

Furthermore, it should be taken into consideration that external content may not be available at all and thus can not be embedded at all. Especially with very old emails, it is not uncommon that the corresponding contents were deleted by the corresponding server meanwhile.

In this case, this will also slow down the archiving process enormously since the corresponding external content could not be found and downloaded and thus ultimately skipped through MailShelf, which would then dynamically archive the email.

Therefore, activating this option should be well-considered.

Allow duplicates in archive

Determines that email duplicates should also be archived in the archive, but not in the same archive folder.

By default, all email duplicates in the archive are skipped, so that the same email is only archived once. However, when you enable this option, you can also archive email duplicates, which may be in the same archive, even if they are already in a different archive folder within the same archive.

Please note that an archive folder can contain one and the same email only once. Therefore, email duplicates which are located in the same archive folder will not be archived by activating this option.

User Assignments

You can assign the profile to specific MailShelf users so that you can control which user is accessing the profile. If there is no specific user assignment in the multi-user mode, only administrators can access the profile. A profile is not limited to one user and can be assigned to more than one user at a time.

The user overview lists all currently created MailShelf users so that the user can be assigned quickly and easily by simply activating the user's selection box.

A user assignment already assigned can be withdrawn by deactivating the corresponding selection box. Users can be added and edited in the user management section.

Please note that the "User Assignments" tab is only displayed if you are running MailShelf in the Multi-User Environment and you are logged on as an administrator.