Creating an Email Archive

Reasons to Create an Email Archive

Email that is "current" should remain in your Exchange email account, preferably sorted into suitably categorised folders.  This ensures that it is backed up, and that it is accessible to others in case of illness or other emergency.

However, email relating to an old trial, for instance, should be transferred to a separate archive file which can then be stored in the trial area on the V drive.  This helps keep the size of your mailbox under control, and ensures that the mail is kept with the rest of the trial information for future archiving.

Creating the Archive File

In Outlook 2010, take the following steps:

The new file will appear as an entry alongside the email accounts in the left-hand pane of Outlook.  It will have the extension .PST (Personal Storage Table).

Working with the Archive File

The archive file you have created can be used like an email account.  You can create folders in it by right-clicking on it, or you can drag folders from other accounts and drop them into it.  You can also drag individual emails or groups of emails into folders in the archive file.

Note that when dragging emails or folders from one place to another in Outlook, the default behaviour is to move them, not to copy them.

It is also possible to store other Outlook items such as contacts in the file.

When you have finished working with an archive file, you can disconnect it from Outlook by right-clicking on it and selecting Close.  Once the file is closed, it can be moved to a suitable place like any other file.

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