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Archiving Email
 

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!

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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    Archiving Email Archiving Email Presentation Transcript

    •  
    •  
    • Step 1: Create an Outlook Data File File, New, Outlook Data File
    • Step 2: Select Outlook Data File Type Office 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 Folders The 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 created 1) 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 SettingsUsernameLocal SettingsApplication DataMicrosoftOutlook 2) Can be Re-Opened in Outlook 3) Needs to be backed up
    • How to re-open the Outlook Data File(s) file you create Step 1: Open Outlook Data File Select 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 opened 1) Find the email msg you are looking for and read, copy, print, etc..
    • Step 4: When you’re done, Close the Personal Folder Right 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”