OL97: Folder Archiving Stops Working

• Microsoft Outlook 97

SYMPTOMS

When using Microsoft Outlook 97, the Archiving function may cease to work. Clicking Archive on the File menu produces no action nor does setting AutoArchive to archive every day at Startup. This behavior produces no error messages.

CAUSE

You are storing your data on a Microsoft Exchange Server and have exceeded the capacity of your allotted message store.

RESOLUTION

Delete some items from your Exchange Server store or move them to a local personal folder store (PST).

-or-

Have the Microsoft Exchange Server Administrator increase the size of your server store.

MORE INFORMATION

The information store is the central repository for all messages on a Microsoft Exchange Server computer. Each server can have two information stores. The public information store holds all public folders and their information, such as custom forms. The private information store holds all private folders and their information, such as messages belonging to individual mailboxes.

Storage limits are set on the amount of space, in kilobytes, that a public folder or mailbox can occupy in the information store. The prohibit send limit, represents the amount of space that a mailbox can occupy in the private information store. Once a user reaches this limit, they can no longer send messages from the mailbox. However, storage limits do not stop a mailbox from receiving messages.

While you receive no error message when trying to archive items, you will receive the following error message when attempting to send mail:

   You are exceeding the size limit set on your mailbox by the
   system administrator.

   Your mailbox size limit is xxxx Kbytes
   You are currently exceeding this limit by xxxx Kbytes

   You may not be able to send new mail until you reduce your mailbox size.
   To free up space, delete any items that you are no longer using or move
   them to your Personal Folders. Items in all of your mailbox folders
   including the Deleted Items and Sent Items folders count against your
   size limit.  You must empty the Deleted Items folder after deleting
   items or the space will not be freed.

   See the Outlook Help topic, Deleted Items Folder, for more information.

To Set the AutoArchive Options

1. On the Tools menu, click Options.

2. On the AutoArchive tab, set the various archive options and click OK.

To Immediately Archive a Folder

1. On the Folder List, click to select the folder you want to archive.

2. On the File menu, click Archive.

3. Set the various archive options and click OK.

REFERENCES

For more information on storage capacities, please see the following articles in the Microsoft Knowledge Base:

   ARTICLE-ID:  Q171582
   TITLE     :  OL97: Purpose and Capacity of Outlook Storage Facilities

   ARTICLE-ID:  Q143376
   TITLE     :  XADM: Storage Capacity Limits of Microsoft Exchange Server

Keywords          : kberrmsg
Version           : WINDOWS:97
Platform          : WINDOWS
Issue type        : kbprb
Solution Type     : kbworkaround