work has emailed around asking staff to delete some email sent items/deleted items etc to clear some space. Someone suggested archiving email folders to desktop, then deleting the actual folder within outlook,and then importing to outlook if/when needed. sounds fair enough. i've read about how to do this but when you archive it it saves as a pst file - how can you view contents without importing the entire archived folder again. also, someone else suggested it is possible to have an archived folder in outlook and just drag and drop any email folders into it to archive. but surely this wouldn't free up any space as the archived folder would still be in outlook.
Pookie Understanding your mailbox To free up space, it is useful to create a Personal Storage Folder (PST) which can store e-mails put into it on your personal drive, instead of within the mailbox. Like other files stored on your home drive, the PST will use up space, so the need to remove unnecessary e-mails still exists, however PST's allow additional e-mails to be received when the mailbox is quite full, and time does not permit careful selection of e-mails to delete. The PST, once added, is treated like any other folder in Outlook.
To create the PST in Outlook: 1) On the Tools menu, click Services. 2) On the Services tab, click Add. 3) In the Available information services box, click Personal Folders. 4) Click OK. 5) Specify the file name and location for your personal folder file on your hme drive. 6) Click Open. 7) In the Name box, enter a name for the personal folder file. 8) Select the options you want (security etc). 9) Click OK and the PST will appear in your Outlook folder list.
I must disagree with you..If the PST file is created on the users home drive and items are then moved into it, this sits on the users home drive and not in their mailbox, Therefore freeing up space within their mailbox
Yes, of course you are correct - but all you are doing is moving files from one place to another, not creating more space (except on the server, if there is one - and then at the expense of space on the clients).
I also intended it to confirm pookie's thoughts about the second suggestion.
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