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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Archiving Email

  1. 3. Step 1: Create an Outlook Data File File, New, Outlook Data File
  2. 4. Step 2: Select Outlook Data File Type Office Outlook Personal Folders File
  3. 5. Step 3: Name the Outlook Data File (.pst file) Example: “ArchMail-01-07thru12-07” (will become: ArchMail-01-07thru12-07.pst )
  4. 6. Step 4: Password Protect? Suggest NOT to Password Protect and select OK here
  5. 7. Step 5: Open Personal Folders The file “ArchMail-01-07thru12-07.pst is displayed under Mail Folders (left) as “Personal Folders”
  6. 8. Step 6: Create folders under “Personal Folders” To create: Right clk “ Personal Folders” and select “New Folder” then name it (see examples below) <ul><li>Example folders setup here are: </li></ul><ul><li>Clients </li></ul><ul><li>Inbox </li></ul><ul><li>Staff </li></ul><ul><li>Sent </li></ul><ul><li>Deleted and Search are defaults </li></ul>
  7. 9. 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”
  8. 10. Step 8: When your finished, Close the Personal Folder Right Clk Personal Folders and select “Close Personal Folders”
  9. 11. 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
  10. 12. How to re-open the Outlook Data File(s) file you create Step 1: Open Outlook Data File Select File, Open, Outlook Data File
  11. 13. Step 2: Select the Date Range file you wish to open.. 1) Select the File 2) Select OK
  12. 14. Step 3: “Personal Folders” is the file you just opened 1) Find the email msg you are looking for and read, copy, print, etc..
  13. 15. Step 4: When you’re done, Close the Personal Folder Right Clk Personal Folders and select “Close Personal Folders”
  14. 16. Archive Tips <ul><li>Work with one “Personal Folder” at a time </li></ul><ul><li>Outlook Data Files must be backed up! </li></ul><ul><ul><li>Makes it easy! Create a Shortcut on your desktop that takes you right to the directory to backup your email files. </li></ul></ul><ul><li>Use similar filenames(.pst) </li></ul><ul><ul><li>“ Jan09thruJul09.pst” “Aug09thruDec09.pst” </li></ul></ul>

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