archiving email
DESCRIPTION
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!TRANSCRIPT
Step 1: Create an Outlook Data FileFile, New, Outlook Data File
Step 2: Select Outlook Data File TypeOffice Outlook Personal Folders File
Step 3: Name the Outlook Data File (.pst file)Example: “ArchMail-01-07thru12-07” (will become: ArchMail-01-07thru12-07.pst )
Step 4: Password Protect?Suggest NOT to Password Protect and select OK here
Step 5: Open Personal FoldersThe file “ArchMail-01-07thru12-07.pst is displayed under Mail Folders (left) as “Personal Folders”
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
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”
Step 8: When your finished, Close the Personal Folder Right Clk Personal Folders and select “Close Personal Folders”
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
How to re-open the Outlook Data File(s) file you createStep 1: Open Outlook Data FileSelect File, Open, Outlook Data File
Step 2: Select the Date Range file you wish to open..1) Select the File
2) Select OK
Step 3: “Personal Folders” is the file you just opened1) Find the email msg you are looking for and read, copy, print, etc..
Step 4: When you’re done, Close the Personal FolderRight Clk Personal Folders and select “Close Personal Folders”
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”