Michael needs to ensure that those items that are automatically archived are still easily accessible within Outlook.

yes

Explanation:

1. Create a new local folder or .pst (Personal Folders) file to hold Archived Mail. Right-click on the On My Computer heading at the bottom of your folder list and choose New Folder.  Name the folder Archived Mail or something else that’s easily recognizable. In older versions of Outlook, you can select File>Archive and change the date under Archive items older than. 2. Create a new Archiving Rule. Click on Tools > Rules, select Exchange from the On My Computer section, and click the + near the bottom of the window. Name the rule something meaningful and recognizable, like “120 Days, Auto Archive.”            

           3. Define the time limit and destination for emails eligible for archiving. Under the When a new message arrives menu, change Date Received (we suggest 120-180 days) and then change Do the Following to a defined action like “Move Message + Archived Mail.” Click the check box for Enabled and click OK. In older versions of Outlook, clicking Tools>Options>Other>Auto Archive brings up a similar set of options.          

           4. Run the new rule on existing email folders. If you set a new rule that all emails over six months old will be archived, don’t let aging messages received before that rule was implemented continue to clog up your Inbox. Select the preferred mail folder, click Messages>Rules>180 Day, Auto Archive, and wait patiently while your email account reorganizes itself. Remember, you’ll have to perform this function on each desired folder; also, Outlook uses “Last Modified Date” to archive, not “Received Date.”

           5. Want to access your archived emails? Simple — they’re waiting for you right on the left-hand column of folders — or under the list of .pst files on your computer — with all of your other mail folders. The key? They’re no longer taking up space in your mailbox.

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