The document provides a step-by-step guide for creating and managing Outlook data files (.pst). It includes instructions for naming, organizing, and moving emails into folders within the personal folder structure. Additionally, it emphasizes the importance of backing up these files and offers tips for efficient management.

3. Step 1: Create an Outlook Data File File, New, Outlook Data File

4. Step 2: Select Outlook Data File Type Office Outlook Personal Folders File

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

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

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

8. 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

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”

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

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 Settings\Username\Local Settings\Application Data\Microsoft\Outlook 2) Can be Re-Opened in Outlook 3) Needs to be backed up

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

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

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..

15. Step 4: When you’re done, Close the Personal Folder Right Clk Personal Folders and select “Close Personal Folders”

16. 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”