Outlook Archives (.pst Data Files) Overview
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1 What are Archive Files (.pst Data Files)? Archive files (Outlook Data Files or.pst files) are used to store data (Messages and Calendar Items) moved from your online Exchange account to your home directory. Why do I need to Archive? It is necessary to move Outlook information from you Exchange account, on the Server, to prevent individuals from reaching the size limit set for their accounts. If the size limit is reached you will be prevented from Sending and Receiving messages. Mailbox size limit on the mail Server is: 1 Gigabyte Naming Your Data File (.pst) We do not recommend that you name your Archive.pst file Archive.pst, doing so may result in you losing all of your data and it may not be retrievable. Name your Archive something meaningful and monitor the size of the file. Manage the Size of Your Data File (.pst) The larger the size of the.pst file the greater the possibility of corruption. Keep the size under 1 Gigabyte. Where Can I View AutoArchive Settings? Default AutoArchive settings can be viewed by clicking the AutoArchive Settings tool on the Folder tab. See diagram below. Page 1 of 20
2 Default AutoArchive Settings File Name By default your AutoArchive settings are: Run AutoArchive Every 14 Days o Archive or Delete Old Items o Show Archive Folder in Folder List Archive items older than 3 months Move old items to: You must type the full path to your Home Directory beginning with \\ and the.pst file name to which to save your data. We recommend that you save your.pst files in a folder called Mail in the root of your Home Directory. If the folder does not already exist, navigate to your Home Directory, via Computer, and create it in the root of your Home Directory, not in My Documents. Move any existing.pst files to this folder. Click Apply these settings to all folders now after making any changes to the full path or.pst file name. Page 2 of 20
3 Diagram A The full UNC\Path, not visible in Diagram A, to the Archive Data file (.pst) Diagram B If you would like to AutoArchive your folders more frequently you can choose the Archive this folder using these settings: option. You can set the Clean out items older than options as low as 1 day. Page 3 of 20
4 Manually Archive Folders You can force Outlook to Archive items in your Inbox and Calendar at any time. Select Cleanup Tools from the File menu Select Archive from the menu that appears To Archive all folders according to their AutoArchive settings, which we looked at in the previous section, select this option in the list and click OK. Page 4 of 20
5 To Archive folders according to your choice select Archive this folder and all subfolders follow steps 1 3 below. 1 To Archive all folders & subfolders click your address. OR Click the individual folder you would like to Archive. 2 Click the down arrow to select an Archive items older than: date using the Calendar. Page 5 of 20
6 Verify that your Archive file (.pst data file) is correct and going to the correct location. Click OK to start the Archive process manually. 3 This should be the same.pst file name and path established for your AutoArchive settings. If you change the name here, you will not be changing your default AutoArchive setting. Page 6 of 20
7 Linking To Archive (.pst) Data Files Archive files (.pst data files) are visible on the Outlook Navigation bar. Click the down arrow to see items lower on the list. Page 7 of 20
8 Three Archive (.pst data files) folders are visible in the following example. Click to expand the folder Click on an item to see its content. Inbox Items To link to additional.pst data files do the following: On the menu bar click File and Select Account Settings from the Account Settings option. Page 8 of 20
9 Select the Data Files tab and click Page 9 of 20
10 1 Type the full path to the location of your.pst data files folder in the file name text box and press enter. Page 10 of 20
11 2 Select the desired Archive file (.pst data file) and click OK. Page 11 of 20
12 3 Selected file 4 Repeat Steps 1 thru 4 above to add additional files. After linking to all needed files, you will see each file listed in the window, similar to the diagram below. Click Close to return to the Outlook main window. Page 12 of 20
13 Additonal.pst data files added Click Close to return to the Outlook Home tab. Additional links to.pst data files now appear on the Navigation bar Expand the folder and select an item to see its content. Page 13 of 20
14 Renaming Archive Files and Links. For this example, I want to give Archive6, diagram above, a meaningful name. Archive6 is a link on the navigation bar, therefore, it is considered to be an open file. If you attempt to rename the file that the link is pointing to you will receive the following message: Option 1 1. Close Outlook 2. Navigate to your.pst file folder (Home Directory) 3. Rename the file 4. Open Outlook 5. Click the Data Files tab (File, Account Settings, Account Settings) 6. Add the renamed file and click Close Page 14 of 20
15 The new name now shows on the navigation bar. Page 15 of 20
16 The original name\link is also still on the toolbar. If you attempt to click it you will receive the following message. To remove the old link, Right-click it to bring up the shortcut menu. Select Close ArchiveName Option 2 1. Go to the Data Files tab (File, Account Settings, Account Settings) 2. Select the Archive.pst file to remove 3. Click on the Data Files toolbar Page 16 of 20
17 4. When prompted, select Yes to remove the link. 5. Close the dialog box and close Outlook to clear any connection. 6. Navigate to the folder containing the archive (.pst data file) and Rename it. Page 17 of 20
18 7. Open Outlook. The renamed Archive (.pst Data File) now appears on the Navigation bar. Renaming the Archive Folder Name Only 1. Right-click the Archive folder link 2. Select Data File Properties from the shortcut menu Page 18 of 20
19 3. Click Advanced 4. Type the new Name: in text box Page 19 of 20
20 Notice that the link folder name appearing on the navigation bar no longer matches the actual Archive file name. Page 20 of 20
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