If you want to save any messages outside of your mailbox file, or if you want to create an archive file for Outlook, you need to create a personal archive within Outlook. This article will explain how to do this.
In this article:
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| 1. In Outlook, go to Tools, then go to Options. |
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| 2. Select the Mail Setup tab. Then, click on Data Files. |
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| 3. Click the Add button. |
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| 4. Select Office Outlook Personal Folders File (.pst). 5. Click OK. |
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| 6. Navigate to the C:\MyData* folder. 7. In the File name block, type in a name for your personal archive, such as "Personal Archive.pst". 8. Click OK. |
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* Important notes:
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Outlook personal archives (.pst files) may NOT be stored on network drives. Your file may be removed if it is found on a network drive. |
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It is suggested that you store your archive file in C:\MyData so that it will be backed up and restored when your computer gets upgraded or replaced. |
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It is your responsibility to back up your personal archive in case of hard drive failure. The personal archive is the .pst file in the directory you selected in step 6. |
| 9. Type a name for your archive, such as Personal Folders 10. Determne if you want to password protect the data. If so, enter your password twice. You must remember your password. 11. Click OK. |
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| 12. The new personal archive will appear in your Outlook Data Files list. 13. Click Close.
14. Click OK to close the Options window. |
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| 15. Your new Personal Archive folder will appear in your Outlook Mail Folders List. |
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| 1. In the Outlook Mail Folders list, right-click your Personal Archive. 2. Select New Folder. |
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| 3. Type a name for your folder. 4. Make sure that the location for your folder is correctly highlighted in the list. 5. Click OK. |
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| 6. Your new folder will appear in your Outlook Mail Folders List. |
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You can use your Personal Archive just like any other Outlook folder.
Displaying messages:
Click on the name of the folder or subfolder, and the messages contained in it will be displayed.
Moving messages:
Click to highlight a message that is displayed in Outlook, then drag it into the folder of your choice. The message will be moved to that folder (and removed from the original folder).
Copying messages:
Click to highlight a message that is displayed in Outlook, then drag it with the right mouse button into the folder of your choice. The message will be copiec to that folder (and will also remain in the original folder).
Deleting messages:
Click to highlight a message that is displayed in Outlook, then hit the Delete key on your keyboard or the delete "X" on the toolbar or Edit on the menu, then Delete.
| The easiest way to remove a personal archive from Outlook is to:
Note that this does not delete the archive. It merely removes it from your Outlook folder list. |
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To restore your Personal Archive to your Outlook Folder List, see Connecting an Existing Personal Archive to Outlook.
To delete your personal archive file, navigate in My Computer or Windows Explorer to the location where you saved the file in step 6 of Creating a New Personal Archive (above). Find the .pst file you created, and delete it.
Warning: Once the file is deleted from the C drive and once the trashcan is emptied, the data contained in the file is gone!
You may have need to connect an existing personal archive file to Outlook. Reasons to do this include getting a new computer or having your drive reblasted, or reconnecting a file you removed from Outlook as described in Removing Your Personal Archive from Outlook (above).
| 1. In Outlook, click on File, then Open, then on Outlook Data File. |
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| 2. Navigate to the location where your .pst file is stored. 3. Select the .pst file you want to open. 4. Click OK. |
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| 5. Your folder will appear in your Outlook Mail Folders List. |
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