This web page will instruct you on how to archive your E-mail messages using Microsoft Outlook 2000/2002. Saving allows you to take older emails which you may no longer need readily, but may have some need of in the future. Putting them into an archive helps manage your Exchange quota. While backing up is very easy to do, few people actually take advantage of this feature in Microsoft Outlook. Saving does not have to be done everyday or even every week, but should be done at least once a month or when your account exceeds server space limits (600mb). Once archiving is complete it is suggested that the resulting file (in this case a .pst file) be copied to a safe location. For example burn the file to a CD. The .pst file may also be kept on your hard drive.
Part 1: Exporting to a File
First, click on "File" from the menu bar and choose "Import and Export...".As we will soon see this menu selection can be used to import and export to various file formats.
Choose "Export to a file" this time.
Information should be in a .pst file so choose that from the list of possibilities.
Decide which folder we want to archive. To archive all folders just choose "Mailbox - <Surname, First>" and check "Include subfolders" box. If desired a person could choose to export only messages that have the word "SDSM&T" in the subject. To do this click on the "Filter" button and make you selections.
Give the folder an unique name so when it is loaded into Outlook you can tell the difference between your current mailbox and your archived one. The "Encryption Setting" can be left on "Compressible Encryption". Here you also have the option of protecting the .pst file with a password.
Clicking "OK" will complete the export. Be aware that the exporting may take some time depending on how many items need exported. It is recommended that the .pst file now be burned to a CD for long term storage and convenience. All E-mails that are no longer required to be readily available can be deleted, don't worry they are in the .pst file. But if you want to be sure they are there you can open it first to make sure.
Part 2: Opening a .PST file
Now lets say you want to view one of more folders in the .pst file. To do this all that you need to do is select "File->Open->Outlook Data File...".
Tell the program what file you want to open. Remember you must navigate to where you saved the file. When you find the file you want to open click "OK". This may appear as Outlook Archive, instead of Outlook Backup.
NOTE: .pst files can NOT be opened from a CD, so you must first copy the file onto your C: drive or keep a copy there.
The .pst file will be placed in the folder list. From there you can navigate to any folder you chose to backup. This folder may be listed as Personal Folder, depending on your version of Outlook
When you are finished you can close the .pst file by right-clicking on the name and choosing "Close <name of file>". This may say: Close Personal Folder, depending on your version of Outlook.
For help, please call the Help Desk at x1234.