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Personal Folders

Overview

If you have message that you want to keep, then we recommend that you store them in a personal folder, which is an Outlook data file that resides on your F: drive rather than on the e-mail server. Because of this, e-mail messages stored in a personal folder do not take up space in your e-mail account.

Note: Personal folders have size limit of 20 GB. (If you exceed this limit, then Outlook will truncate the folder, which means that you will not be able to view all of the messages that are stored in it.) For speed and efficiency reasons, is recommended that your personal folder not exceed 500 MB.

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Create a Personal Folder

Note: You cannot create a personal folder using Outlook Web Access.

To create a personal folder:

  1. Open Outlook on a lab or office computer.
     
  2. Click on the File menu and select New - Data File. The New Data File Management window appears.
     
  3. Under Types of storage, select Office Outlook Personal Folders File (.pst).
     
  4. Click on the OK button. The Create or Open Outlook Data File window appears.
     
  5. Click on the Save in down arrow and make sure that the save to location is F:/windows/Application Data/Microsoft/Outlook.
     
  6. In the File name field, enter a name for the personal folder file.
     
  7. Click on the OK button. The Personal Folders window appears.
     
  8. In the Name field, enter a name for the personal folder shortcut that will appear in the folder list and on the Mail pane after you create the folder.
     
  9. Click on the OK button. The personal folder appears in the folder list and on the Mail pane.

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Move a Message to a Personal Folder

To move a message to a personal folder, drag it from your Inbox to the personal folder in the folder list or on the Mail pane.

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Create Subfolders in a Personal Folder

To keep your personal folder organized, you may want to create subfolders in it to store related messages. An example is shown below.

Personal Folder

To create a subfolder:

  1. Right-click on the personal folder and select New Folder. The Create New Folder window appears.
     
  2. In the Name field, enter a name for the subfolder.
     
  3. Click on the OK button. The folder appears.

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