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IT Support - Archive Mail - Outlook 2010 (Windows)

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Support type: E-mail: How to Archive Mail to Reduce Size
Last updated: Mar 30, 2012
Topic ID: 80

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Topic Summary

Follow the instructions below to set up archiving of E-mail messages to reduce mailbox size.

NOTE: The following methods will set up a location to store messages outside of your server mailbox storage. Because of this, you should be aware of the following limitations:

NOTE: These instructions will use Windows 7.


  1. With Outlook open, click on "New Items" on the "Home" tab. Then click "More Items," and then "Outlook Data File..."

    With Outlook open, click on "New Items" on the "Home" tab. Then click "More Items," and then "Outlook Data File..."

  2. A "Create or Open Outlook Data File" dialog box will open. Choose a place to store the Personal Folder File (PST). IT highly recommends SRJC users store their Personal Folder File (PST) on their X drive (server home directory). If you do not have one, contact the Help Desk and we can create one for you. You may also choose to store your PST on your local computer. If you do store it locally, you will be responsible for backing up this file should your computer become compromised, damaged, or stolen. In this example, we are saving the PST file to the X drive. To find your X drive, click on the "Computer" location on the left column, then select your X drive under "Network Locations." Once you select your save location, click "OK."

    A "Create or Open Outlook Data File" dialog box will open. Choose a place to store the Personal Folder File (PST). IT highly recommends SRJC users store their Personal Folder File (PST) on their X drive (server home directory). If you do not have one, contact the Help Desk and we can create one for you. You may also choose to store your PST on your local computer. If you do store it locally, you will be responsible for backing up this file should your computer become compromised, damaged, or stolen. In this example, we are saving the PST file to the X drive. To find your X drive, click on the "Computer" location on the left column, then select your X drive under "Network Locations." Once you select your save location, click "OK."

  3. Windows XP users will see this dialog box.

    Windows XP users will see this dialog box.

  4. Your Personal Folders will show up on the left folder list, typically below your server mailbox. You may drag, copy, or move mail messages and folders from your server mailbox to these Personal Folders. Anything inside the Personal Folders will not contribute to your server mailbox size.

    Your Personal Folders will show up on the left folder list, typically below your server mailbox. You may drag, copy, or move mail messages and folders from your server mailbox to these Personal Folders. Anything inside the Personal Folders will not contribute to your server mailbox size.