 Normally, email messages are stored on Colorado College’s email servers. This is a very secure place for messages, but unfortunately there is not a lot of storage room for large messages with attachments. If you find that you are constantly exceeding your email quota, you may want to offload some of these messages to your network H: drive. To do this, we will need to create a Personal Folders File, or .pst file, on your H: drive.
Creating a Personal Folders file in Windows XP with Outlook 2003
Creating a Personal Folders file in Windows Vista with Outlook 2007
Creating a Personal Folders file in Windows XP with Outlook 2003
1. First, go to the “Start” Menu and select “Control Panel.”
2. Once inside the Control Panel, double-click the “Mail” icon. A new box will open. Select the “Data Files” button.
3. Next, click the “Add” button.
4. Select “Office Outlook Personal Folders File(.pst)”, then click “OK.”
5. On the drop down screen that currently says “Outlook” select where you would like the personal folders file to be saved. For example, you could save the file in a folder on your H: drive. Next, rename the folder to a file name that will identify the contents (example: ArchivedEmails). Click “OK.”
6. In the “Name” box, type in the name that you want to be displayed in your Outlook folder list (example: Archived Emails - this should probably be the same or very close to the file name chosen in the last step to avoid confusion). We recommend that you use No Encryption under the Encryption Setting area. We also recommend that you do not secure this Personal Folders File with a password. If you secure the file and then forget the password there is no way to recover the mail that was stored there. Click OK when you are done.
7. Your folder is now ready to be used. Open up Outlook 2003 and simply drag the emails or folders that you wish to be archived to the newly created folder.
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Creating a Personal Folders file in Windows Vista with Outlook 2007
1. First, go to the “Start” Menu and select “Control Panel.”
2. Once inside the Control Panel, if you do not see the “Mail” icon, click on “Classic View” on the top left.
3. Next, click the “Mail” icon.
4. Then select “Data Files.”
5. Click on “Add…
6. Select “Office Outlook Personal Folders File (.pst) and click on “OK”.
7. On the drop down screen that currently says “Outlook” select where you would like the personal folders file to be saved. For example, you could save the file in a folder on your H: drive. Next, rename the folder to a file name that will identify the contents (example: ArchivedEmails). Click “OK.”
8. In the “Name” box, type in the name that you want to be displayed in your Outlook folder list (example: Archived Emails - this should probably be the same or very close to the file name chosen in the last step to avoid confusion). We recommend that you use no password protection for this folder so you just have to leave the password field blank. If you secure the file and then forget the password there is no way to recover the mail that was stored there. Click OK when you are done.
7. Your folder is now ready to be used. (What it will now look like when you are done is shown below…). Open up Outlook 2007 and simply drag the emails or folders that you wish to be archived to the newly created folder.
Last updated 06/12/08
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