Exporting s from Outlook Version 1.00

Transcription

1 Exporting s from Outlook Version 1.00 The rapid growth in volume of s means that there is a growing need to archive old s to media such as external hard disks and DVD s. The document will show the process of archiving (copying) data to a Personal folder file on your local computer. Please note this process will not delete information from your Outlook folders. If you are looking to reduce the size of your box then you still need to perform this deletion process manually. 1. Run Outlook. From the menu select File Import and Export like so. 2. The Import and Export Wizard now launches.

2 3. Select the option from the menu to Export to a file and press Next.

3 4. Select to create a file of type Personal Folder (.PST). As you can see there are number of options including a text but the Personal Folder stores your folders in a similar format to what they currently are in Outlook. Storing as Personal Folders also makes importing much easier in the future if required. Press the Next button to continue the process.

4 5. You will now be prompted to select which folders you which to export. You can select any or all of the folders that are displayed. Remember that is you wish to export the current folder and all those below it you will need to check the option Include subfolders located further down the page. You may also select the Filter button to select a criteria off s within your selected folder to export. Thus, if you wish to export you whole box select the top of the tree and the Include subfolders option. Conversely, in this case we only want to export the Inbox so we only select that.

5 6. You can use normal Outlook filtering to apply different criteria to the s that you wish to export. For example you may only wish to export s from certain senders rather than the whole folder. Once you have completed your filter criteria press OK and then Nex to continue with the wizard.

6 7. You will now be prompted with a location in which to store the exported Personal Folder. You can also choose from a number of options but normally the accepting the default Replace duplicates with Exported is fine. It is possible to re-use the same archive file multiple times and how duplicates are handled is determine by these options.

7 8. You will now be prompted about whether you wish to encrypt the archive Personal Folder and whether you also wish to password protect the file. Remember, with out these options it is possible to open the archive on any machine that runs Outlook. Normally, you would leave the options as default and press the OK button to continue.

8 9. You should now see Outlook exporting your selections to the location your have nominated. Once this process is complete you will be returned to your normal Outlook view.

9 10. You should now be able to browse the location in which you chose to for the export and see a file name with a.pst extension. You can now copy, move or burn this file as you would any other computer file. 11. Please not that this export does not delete the information you exported from Outlook. You would still need to perform this process if you are looking to decreased the size of your box. The Outlook export function should be thought of as more a copy or backup that leaves the original information intact. If you wish to delete information you must return to Outlook and delete the information you no longer require.