MS Outlook 2016 – Using PST files

Manual Using PST files in Outlook 2010

Outlook 2010

This manual helps you  to create an Outlook archive file,

Maastricht University provides its employees with the possibility to store 10 GigaByte worth of e-mail items.
In a time when these sizes were not yet available people used the possibility of archiving their mail items through an Outlook Archive file to avoid the mailbox reaching its size limit.
Due to the current mailbox sizes it is not likely users will still feel the need for an Outlook Archive file.
Therefore the decision has been made to not allow users to save those Outlook Archive files (*.pst-files) on network drives (like the i-drive or j: organization
drive) anymore.

However, it is still possible to create Outlook Archive files but they need to be saved locally, for example on your C:\ or D:\ drive.

This kind of archiving is not supported by ICTS and these local drives will NOT be backed up. When loss or damaging of the Outlook Archive file occurs it will NOT be possible to recover it.

What is archiving?
Archiving is a way to store old Outlook items such as e-mails, calendar items, contacts,
tasks, log items and notes as a backup copy. In this manual we will describe how you can
manually archive your Outlook items and/or folders.


— When using UM IT services you agree to UM’s Acceptable Use Policy. The complete text can be found on the website: —

What do you need?

  • A workstation which is connected to MAASnet by one of the following means:
    – Directly from within a UM building (with a cable or wireless)
    – Using an ICTS VPN connection (see the manual on the UM website for
    installation and usage instructions).
  • Outlook 2010, which you can find in the Microsoft Office 2010 package.
  • An employee or student account of Maastricht University.
    In this manual we assume that the installation of the Microsoft Office 2010 package has been completed and that Outlook is connected via Exchange.

Please consult the “Frequently Asked Questions” at the end of the manual in case you encounter problems in using the manual or the service.


Step 1:

  • Start Outlook 2016 by clicking the
    Microsoft Outlook 2010 icon in the Start
    menu under Microsoft Office.


Step 2:

  • Select the tab Home by clicking it.
    Click on New Items, choose More Items
    and click on Outlook Data File…


  Step 3:

  • Step 3:
    The screen Create or Open Outlook Data
    file opens.
    You will now create an archive folder,
    and save it.
    By default a new Outlook Archive will be
    saved on your C-drive. You can choose a
    different location in this screen.
    Continue to the next step.
   Step 4:

  • Select the location where you
    want to save the file.
    In this manual we choose to
    save the file on the D-drive.
  • In the field File name you can
    name the file. For example:
  • Save the file by clicking OK.ATTENTION: It is NOT possible to save
    the archive file to a network drive such
    as the I- or J-drive.
 Step 5:

  • The archive file is created and shown in
    Outlook as an extra folder below your


   Step 6:

  • It is now possible to create subfolders
    within your archive file.
    Use your mouse cursor to highlight the
    archive file (archiefbestand) and click
    with your right mouse button. Now
    choose New Folder…


 Step 7:The screen Create New Folder appears:

  • Enter the name of the to be created folder at Name:
  • The folder will be saved in the selected archive.
  • Click OK to create the new folder.
  • You can now find the new folder in the archive.You can now start archiving e-mails and other Outlook items.
    You can archive in three ways. Per email separately, multiple e-mails at once
    or a complete folder at once.
    We will explain these three options in the following steps.
Step 8: Moving 1 e-mail to the archive file

  • Open the folder from which you want to move an e-mail to your archive file.
  • Select the e-mail which you want to move.
  • Go to the button Move in the upper bar and click on the arrow for more options.
  • Choose the option Other Folder…
Step 9:

  • The screen Move Items opens:
  • Select the archive file.
  • In the archive file select the subfolder* to which you want to move the e-mail.
    You have possibly created this folder in step 7.
  • Click on OK to move the e-mail to the archive file.
    *If there is no usable subfolder available you can create one by clicking New….
  • The relocated e-mail will now be visible in the archive file.
 Step 10: Moving multiple e-mails from a folder to the archive file

  •  When you do not want to move all emails in a folder but do want to move multiple e-mails in a folder,
    you can make a selection by clicking them one by-one and holding the CTRL-key simultaneously.
  • Moving the e-mails is similar to step 9.
Step 11: Moving all e-mails in a folder to the archive file

  •  If you want to select and move ALL emails in a folder, you can do this by selecting the first e-mail,
    pressing and holding the SHIFT-key and finally clicking the final e-mail.
    All e-mails will now be selected.
  • Moving the e-mails is similar to step 9
Step 12: Moving an entire folder to the archive file

  • Select the folder you want to move to the archive file.
  • Click with the right mouse button on the folder and select Move Folder.
  • The screen Move Folder appears.
  • Select the archive file.
  • Click OK to move the entire folder to the archive file.