archiving email

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A great way to store all the email you don't want to delete. You can remove all that old email from Outlook and still get to it just in case!


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Step 1: Create an Outlook Data FileFile, New, Outlook Data File

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Step 2: Select Outlook Data File TypeOffice Outlook Personal Folders File

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Step 3: Name the Outlook Data File (.pst file)Example: “ArchMail-01-07thru12-07” (will become: ArchMail-01-07thru12-07.pst )

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Step 4: Password Protect?Suggest NOT to Password Protect and select OK here

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Step 5: Open Personal FoldersThe file “ArchMail-01-07thru12-07.pst is displayed under Mail Folders (left) as “Personal Folders”

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Step 6: Create folders under “Personal Folders”To create: Right clk “Personal Folders” and select “New Folder” then name it (see examples below)

Example folders setup here are:•Clients•Inbox•Staff•Sent•Deleted and Search are defaults

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Step 7: Sort then Move Email into the folders you just created1) Sort by date (Received)

2) Select the range of emails (use Shift and/or Ctrl keys to select)3)Drag and drop into the folders you created in “Personnel folders”

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Step 8: When your finished, Close the Personal Folder Right Clk Personal Folders and select “Close Personal Folders”

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The .pst file…In this example: “ArchMail-01-07thru12-07.pst” (or the “Personal Folder” you moved email into..)

1) Is stored in C:\Documents and Settings\Username\Local Settings\Application Data\Microsoft\Outlook2) Can be Re-Opened in Outlook3) Needs to be backed up

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How to re-open the Outlook Data File(s) file you createStep 1: Open Outlook Data FileSelect File, Open, Outlook Data File

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Step 2: Select the Date Range file you wish to open..1) Select the File

2) Select OK

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Step 3: “Personal Folders” is the file you just opened1) Find the email msg you are looking for and read, copy, print, etc..

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Step 4: When you’re done, Close the Personal FolderRight Clk Personal Folders and select “Close Personal Folders”

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Archive Tips

• Work with one “Personal Folder” at a time

• Outlook Data Files must be backed up!– Makes it easy! Create a Shortcut on your desktop

that takes you right to the directory to backup your email files.

• Use similar filenames(.pst)“Jan09thruJul09.pst” “Aug09thruDec09.pst”