Outlook Solutions Archive

To exclude an item from configured “AutoArchive” in Outlook, you can enable “Do not AutoArchive this item” option for this item. Now, if you want to batch enable this option for multiple items, you can use the 2 ways introduced in this article.

To let Outlook automatically clean up old items, you can configure “AutoArchive” feature in your Outlook. However, at times, you may want to prevent some items from being auto-archived. In this case, you can enable “Do not AutoArchive this item” option for these items. To enable it for one item, you can select the item and press “Alt + Enter”. Then, in the popup dialog box, you can check the “Do not AutoArchive this item” option, as shown in the following figure. But, this means is a bit tedious if there are multiple items to be excluded in “AutoArchive”. Hence, here we’ll share 2 more effective ways, which can let you accomplish it in bulk.

 "Do not AutoArchive this item" Option

Method 1: Group Emails by “Do Not AutoArchive” Field

  1. First of all, open a mail folder.
  2. Then, switch to “View” tab and click “View Settings” button.
  3. In the popup dialog box, click “Group By” button.Group By
  4. Next, in “Group By” dialog, uncheck the “Automatically group according to arrangement” option.
  5. After that, select “All Mail Fields” from the drop down list of “Select available fields from” at bottom.
  6. Then, choose “Do Not AutoArchive” option from the list of “Group items by”.Group Items by "Do Not AutoArchive" Field
  7. Later, click several “OK” to save the view changes.
  8. After returning to mail list, you can see that all the emails have been divided into two groups – “Yes” and “(none)”.
  9. Now, from “(none)” group, select the emails to be excluded in “AutoArchive”.
  10. Finally, drag and drop them to the “Yes” group, which will batch enable the “Do no AutoArchive this item” feature on them.Drag and Drop Selected Emails to "Yes" Group

Method 2: Batch Enable for Multiple Emails via Outlook VBA

  1. To start with, access VBA editor via “Alt + F11”.
  2. Then, put the code below into a module.
Sub NotAutoArchiveMultipleEmails()
    Dim objSelection As Outlook.Selection
    Dim i As Long
    Dim objMail As Outlook.MailItem
    Dim lMailCount As Long
 
    'Get selected items
    Set objSelection = Outlook.Application.ActiveExplorer.Selection
 
    If Not (objSelection Is Nothing) Then
       lMailCount = 0
       For i = objSelection.Count To 1 Step -1
           If objSelection(i).Class = olMail Then
              Set objMail = objSelection(i)
 
              'Enable "Do not AutoArchive this item" feature
              If objMail.NoAging = False Then
                 objMail.NoAging = True
                 objMail.Save
 
                 lMailCount = lMailCount + 1
              End If
          End If
      Next
 
      MsgBox lMailCount & " emails have been set to Not Auto Archive!", vbInformation + vbOKOnly
    End If
End Sub

VBA Code - Batch Enable "Do not AutoArchive this item" Option for Multiple Emails

  1. Afterwards, exit the VBA editor.
  2. Subsequently, add this macro to Quick Access Toolbar according to “Optional Step” in “How to Run VBA Code in Your Outlook“.
  3. Lastly, try this macro.
  • First off, select multiple emails.
  • Then, click the macro button in Quick Access Toolbar.Run Macro on Selected Emails
  • At once, the selected emails have been set not to be auto-archived.Batch Enabled "Do not AutoArchive this item" Option

What to Do in Case of Outlook Corruption

Have you ever been subject to Outlook damage before? If you have, how did you deal with it? For most users, the first resort must be the inbox repair tool. Yet, if it fails, users will get panic and don’t know what they can do then. In honesty, inbox fix tool is unable to fix seriously damaged PST. What you can recur to is a more powerful external tool, such as DataNumen Outlook Repair.

Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including recover mdf and outlook repair software products. For more information visit www.datanumen.com

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If you would like to count the emails by sender, you can refer to this article. Here we will expose 2 quick approaches to you.

So as to know the most active sender for you, you may want to count the emails by sender. Although Outlook doesn’t provide a direct feature for this, you still can seek some workarounds, such as the following Method 1. If you think the Method 1 is too tedious, you can opt for the Method 2. It is much more effective in that it uses VBA to quickly count emails by sender and export the counts to Excel. Now read on to the two ways in detail. Here we’ll take emails in Inbox for an example.

Method 1: Get Counts after Grouping Items by “From” Field

  1. To begin with, launch Outlook application.
  2. Then, open the inbox folder.
  3. Next, switch to “View” tab.
  4. Subsequently, choose “From” in the “Arrangement” group.Arrange Inbox Items by "From"
  5. At once, all the inbox items have been separated into different groups as per the different senders.
  6. Now, to count the items from a specific sender, you can select all items in the related group and press “Enter” key. In the popup warning, you can see the count.Get Item Count in Warning

This means is quite easy, but the item counts actually include the other types of items, like meeting invitations, task requests and receipts, not only email counts. Thus, if you only want to count emails, you can use the following way instead.

Method 2: Count Emails by Sender with Outlook VBA

  1. For a start, press “Alt + F11” key buttons in Outlook.
  2. Then, enable “MS Excel Object Library” according to “How to Add an Object Library Reference in VBA“.
  3. Next, copy the code below into an unused module.
Sub CountInboxEmailsbySender()
    Dim objDictionary As Object
    Dim objInbox As Outlook.Folder
    Dim i As Long
    Dim objMail As Outlook.MailItem
    Dim strSender As String
    Dim objExcelApp As Excel.Application
    Dim objExcelWorkbook As Excel.Workbook
    Dim objExcelWorksheet As Excel.Worksheet
    Dim varSenders As Variant
    Dim varItemCounts As Variant
    Dim nLastRow As Integer
 
    Set objDictionary = CreateObject("Scripting.Dictionary")
    Set objInbox = Outlook.Application.Session.GetDefaultFolder(olFolderInbox)
 
    For i = objInbox.Items.Count To 1 Step -1
        If objInbox.Items(i).Class = olMail Then
           Set objMail = objInbox.Items(i)
           strSender = objMail.SenderEmailAddress
 
           If objDictionary.Exists(strSender) Then
              objDictionary.Item(strSender) = objDictionary.Item(strSender) + 1
           Else
              objDictionary.Add strSender, 1
           End If
        End If
    Next

    Set objExcelApp = CreateObject("Excel.Application")
    objExcelApp.Visible = True
    Set objExcelWorkbook = objExcelApp.Workbooks.Add
    Set objExcelWorksheet = objExcelWorkbook.Sheets(1)
 
    With objExcelWorksheet
         .Cells(1, 1) = "Sender"
         .Cells(1, 2) = "Count"
    End With
 
    varSenders = objDictionary.Keys
    varItemCounts = objDictionary.Items
 
    For i = LBound(varSenders) To UBound(varSenders)
        nLastRow = objExcelWorksheet.Range("A" & objExcelWorksheet.Rows.Count).End(xlUp).Row + 1
        With objExcelWorksheet
             .Cells(nLastRow, 1) = varSenders(i)
             .Cells(nLastRow, 2) = varItemCounts(i)
        End With
    Next
 
    objExcelWorksheet.Columns("A:B").AutoFit
End Sub

VBA Code - Count Inbox Emails by Sender

  1. After that, press “F5” key button.
  2. When macro finishes, a new Excel file will be displayed.
  3. As you can see, it contains the counts of inbox emails from different senders.Email Counts in Excel

Dispose of Frustrating Outlook Troubles

Maybe you have ever been subject to many problems in your Outlook. In order to address them effectively, you may long for a versatile and mighty way. Yet, in fact, there is not such a method. What you can do is to beware of your own operations in Outlook and make regular backups. Of course, if possible, we suggest that you had better keep an experienced fix tool handy, like DataNumen Outlook Repair. It can fix various PST issues and repair corrupt PST file like a breeze.

Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including recover Sql Server and outlook repair software products. For more information visit www.datanumen.com

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When receiving a new email with specific attachments, if you are used to manually flagging it for follow up, why don’t you directly let your Outlook to auto flag it? This article will guide you to achieve this feature.

When it comes to auto flagging incoming emails, perhaps you will think of using Outlook rules in the first place. Outlook does provide such a rule action. But, if you want to auto flag incoming emails with specific attachments, Outlook rule is unable to help you in that it does not offer a rule condition to check attachment. Hence, to realize it, you have to combine rule with a bit of scripting. Here, in the followings, we will teach you to get it step by step.

Auto Flag Incoming Emails with Specific Attachments

  1. For a start, in Outlook, press “Alt + F11” key buttons.
  2. Then, in the new window, put the following VBA code into a module.
Sub FlagEmail_SpecificAttachments(objMail As Outlook.MailItem)
    Dim objAttachment As Outlook.Attachment
 
    If objMail.Attachments.Count > 0 Then
       For Each objAttachment In objMail.Attachments
           'Check if the email contains specific attachment
           'You can change the criteria as per your needs
           Select Case Right(LCase(objAttachment.FileName), 4)
                  'Check attachment file type
                  Case ".xls", "xlsx"
                       'Check attachment file name
                       If InStr(objAttachment.FileName, "Report") > 0 Then
                          'Flag the email due to Tomorrow
                          With objMail
                               .MarkAsTask olMarkTomorrow
                               .ReminderSet = True
                               .ReminderTime = Now + 1
                               .Save
                          End With
                       End If
         End Select
         Exit For
      Next
    End If
End Sub

VBA Code - Auto Flag Incoming Emails with Specific Attachments

  1. Subsequently, exit the VBA editor.
  2. After that, go to “File” menu and click “Manage Rules & Alerts” button.
  3. Next, in the popup dialog box, click “New Rule”.
  4. Later, in “Rules Wizard” dialog box, select “Apply rule on messages I receive” and click “Next”.Apply rule on messages I receive
  5. In the new screen, select conditions as per your needs and hit “Next”.
  6. Afterwards, in “Select actions”, choose “Run a script”.
  7. Then, select the “FlagEmail_SpecificAttachments” script.Run Script in Rule
  8. Next, just follow the onscreen instructions to complete the rule setup.
  9. After creating such a rule successfully, from now on, every time when a new email with specific attachment attached arrives in your mailbox, Outlook will auto flag this email for follow-up, as shown in the following figure.Auto Flag Incoming Emails with Specific Attachments

Deal with Outlook Damage

Among all kinds of Outlook issues, undoubtedly, Outlook corruption is the most terrible one. It is because that when encountering it, you have to repair damaged Outlook file to your utmost. However, as we all know, it is indeed an arduous task. Maybe you will firstly try the inbox repair tool. Yet, in honesty, most of time, it’ll not make effects in such cases. Thereby, your last resort is to resort to a powerful and trustworthy external tool, such as DataNumen Outlook Repair.

Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including damaged mdf and outlook repair software products. For more information visit www.datanumen.com

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