While there is no built-in way to automatically archive messages in Entourage (like Outlook’s Auto-Archive functionality), it is possible to manually archive older messages in order to clear out space on your shared Exchange mailbox. Below are instructions on how to do so.
- Locate messages you want to archive. These could be, for example, messages that are old enough that you no longer need them on the Exchange server but might need access to from your computer in the future.
- Click on the top-most message you’d like to archive, press and hold the left Shift key on your keyboard, then click the bottom-most message you’d like to archive. You should now have a group of messages highlighted.
- On the left-hand navigation pane, you’ll see a section called Folders on My Computer, click on the group of messages and move them to a folder in that area, the Inbox for example. If you want to have a folder structure similar to that on the server, you can create new folders in this section:
- Once the messages have copied from the server to your local folder, you’ll want to go back to the messages on the server and delete them as only a copy of the messages is moved to the computer, not the messages themselves.
- Once you’ve deleted the messages you’ll want to also delete them from the Deleted Items folder on the server or you’ll still have the data, and disk usage on the Exchange server.