My company has obtained an email archiving system that replaces the archive functionality in Outlook 2003 client and beyond (the standard Archive menu item shows as “Disabled by your system administrator” in the File menu for instance).

This new archiving system will archive all items older than 90 days and put them into a folder which is actually remote on the archiving server. This folder is seen under my mailbox root and is called EV. In fact there are a number of sub-folders under this EV folder that pertain to a number of years that the contents will be retained – yes, this system is a document retention system primarily. These sub folders are named like 001 Year or 003 years or 010 years etc.

My beef is that I get so much email that my email quota is exceeded in about three weeks so I want to be able to archive all items older than say 21 days into a folder of the same name which will reside under one of the sub folders I mentioned above. In this case, I want to use the “010 Years” sub folder to archive everything to.

So the logic would be:

Search through all emails in all sub-folders of the mailbox (except the EV folder).
If an email was received 21 days or more ago, move the email to a folder of the same name beneath the Mailbox->EV folder while respecting any folder hierarchy.

i.e. if an email received 22 days ago is found in he folder Mailbox->Finance->Monthly Stuff then it should be moved to exist in the folder Mailbox_>EV->010 Years->Finance->Monthly Stuff .

Do this until all folders have been looked into and all messages meeting the age criteria have been located and moved.

Has anyone got this functionality they can offer?

Thanks.

Julian

By the way, thanks for the code, it makes my email management process a breeze!

Also, I added spaces between elements of the ctrlList variable above (so that it would wrap properly). People might need to remove them if using the code.

;********************
;Hotkeys for Outlook 2010
;********************

;As best I can tell, the window text ‘NUIDocumentWindow’ is not present
;on any other items except the main window. Also, I look for the phrase
; ‘ – Microsoft Outlook’ in the title, which will not appear in the title (unless
;a user types this string into the subject of a message or task).
#IfWinActive – Microsoft Outlook ahk_class rctrl_renwnd32, NUIDocumentWindow
;y::HandleOutlookKeys(“!.”, “y”) ;calls archive macro
f::HandleOutlookKeys(“^f”, “f”) ;forwards message
r::HandleOutlookKeys(“^r”, “r”) ;replies to message
a::HandleOutlookKeys(“^+r”, “a”) ;reply all
v::HandleOutlookKeys(“^+v”, “v”) ;Move message box
+u::HandleOutlookKeys(“^u”, “+u”) ;marks messages as unread
+i::HandleOutlookKeys(“^q”, “+i”) ;marks messages as read (^q is read/unread toggle)
j::HandleOutlookKeys(“{Down}”, “j”) ;move down in list
+j::HandleOutlookKeys(“{Down}{Enter}”, “+j”) ;move down and select next item
k::HandleOutlookKeys(“{Up}”, “k”) ;move up
+k::HandleOutlookKeys(“{Up}{Enter}”, “+k”) ;move up and select next item
o::HandleOutlookKeys(“^o”, “o”) ;open message
s::HandleOutlookKeys(“{Insert}”, “s”) ;toggle flag (star)
c::HandleOutlookKeys(“^n”, “c”) ;new message
/::HandleOutlookKeys(“^e”, “/”) ;focus search box
.::HandleOutlookKeys(“+{F10}”, “.”) ;Display context menu
#IfWinActive

;Passes Outlook a special key combination for custom keystrokes or normal key value, depending on context
HandleOutlookKeys( specialKey, normalKey ) {
;Activates key only on main outlook window, not messages, tasks, contacts, etc.
IfWinActive, – Microsoft Outlook ahk_class rctrl_renwnd32, NUIDocumentWindow, ,
{

;Find out which control in Outlook has focus
ControlGetFocus, currentCtrl
;MsgBox, Control with focus = %currentCtrl%

;set list of controls that should respond to specialKey. Controls are the list of emails and the main (and minor) controls of the reading pane, including controls when viewing certain attachments.
;Currently I handle archiving when viewing attachments of Word, Excel, Powerpoint, Text, jpgs, pdfs
;The control ‘RichEdit20WPT1′ (email subject line) is used extensively for inline editing. Thus it had to be removed. If an email’s subject has focus, it won’t archive…
ctrlList = Acrobat Preview Window1, AfxWndW5, AfxWndW6, EXCEL71, MsoCommandBar1, OlkPicturePreviewer1, paneClassDC1, RichEdit20WPT2, RichEdit20WPT4, RichEdit20WPT5, RICHEDIT50W1, SUPERGRID1, SUPERGRID2, _WwG1

if currentCtrl in %ctrlList%
{
Send %specialKey%
;Allow typing normalKey somewhere else in the main Outlook window. (Like the search field or the folder pane.)
} else {
Send %normalKey%
}

;Allow typing normalKey in another window type within Outlook, like a mail message, task, appointment, etc.
} else {
Send %normalKey%
}
}

One thing that might be interesting is if you could use the Outlook 2010 beta. If Google App Sync is compatible with it, Outlook 2010 has quick actions that you could customize to file messages away to your folder of choice. This would replace the macro part of the archive button. You could still use AHK to call the shortcut of this Outlook action, giving you a single key press to invoke. If that causes problems too, then there’s nothing more I can think of besides ditching Google app sync or getting them to fix it.

I found a link here where someone had the same problem as me, but it seems they haven’t found a fix.

http://www.experts-exchange.com/articles/Software/Office_Productivity/Groupware/Outlook/How-to-make-an-%27Archive%27-button-in-Outlook.html

I found this:

Set objFolder = objNS.Folders(“Top-level folder”).Folders(“Nested folder”)

That can work? I don’t have any Idea of programming that’s why I bother you.
Just get me a direction, I will try to discover what to do.
Thank you!