MS Outlook 2016 – Backup E-mail – Clean up mailbox

Create offline mailbox – pst archive [Outlook Data File].

 

1. Start Outlook 2016.

2. Select the tab “Home” by clicking it. Then click on “New Items”, choose “More items” and click on “Outlook Data File”.

3. The screen “Create or Open Outlook Data file” will open. It is now possible to create an archive file (Outlook Data File .pst). Save the file to your local drive, for example D:\archive2013.pst (do not try to save to a network drive such as the I- or J-drive. (ICTS blocked this option).

4. The archive file is created and shown in Outlook as an extra mailbox folder below your own mailbox.

5. It is now possible to create subfolders within your archive file and then copy folder(s) and/or mails from your personal mailbox to your archive file.

How to create a new folder in your archive file?: Use your mouse cursor to highlight the archive file and click with your right mouse button. Choose “New Folder”. The screen “Create New Folder” appears. Enter a name of the new folder in the field “Name”. Click “OK” to create the new folder.

Copy folder and e-mails to your archive file: Select the folder or e-mail(s) you want to move from your inbox to the archive. You can select more e-mails by holding the CTRL-key. (If you want to create a subfolder in your archive file, please check step 5.2.) Right click the folder or e-mail(s). Select “copy folder” when a folder is selected or “copy” when e-mails are selected. When you select “copy folder”, the screen Copy Folder appears. Then browse to your archive file and click “Ok”.

When you select “copy”, browse to your archive file, select the folder where you want to paste the e-mail(s). Then use the key combination “CTRL + V”. The e-mails will now appear in your archive.

Note: remember that the copied folder(s) and/or e-mails are still in your mailbox and still using mailbox space. We will delete them later after we stored our archive safely on a network drive.

6. If you are finished with copying folder and/or e-mail(s) then we have to disconnect the archive from Outlook 2016. Right click the archive file and select “Close (name)”

7. Close Outlook 2016.

8. Browse to the location where you stored the archive file (step 3).

9. Create a zip file of the archive file. Right click the archive file, then select “7-zip”, “add to ‘archivename.7z’.

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10. Copy the file “archivename.7z” to your network drive, example the i-drive.

11. Now you can safely delete the folder(s) and/or e-mail(s) from your mailbox.

12. Tip! You can send yourself an e-mail or create a concept mail with the location where you stored the archive zipped file. Also attach this manual as an attachment to that mail. Store the mail in a map called “archive myname” in your mailbox. Your mailbox can be your personal mailbox or your department’s mailbox (example lo-fhs).

How to open an archive file (Outlook Data File)

1. Copy the archive zipped file from your network drive to your local drive. Example: C:\lofhs

2. Extract the archive file from the zip file. Right click the zip file, then select “Extract here”.

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3. Open Microsoft Outlook 2010.

4. Select the tab “Home” by clicking it. Then click on “New Items”, choose “More items” and click on “Outlook Data File”.

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5. Browse to the location from step 1.

6. Select the file and click “Ok”.

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7. The archive file is now connected again to Outlook 2010 and shown in Outlook as an extra mailbox folder below your own mailbox.

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8. If you will add new mails to the archive, repeat the step 5 to step 10 from “Create an offline mailbox”.