If you use Outlook with Exchange Server, Outlook stores information on the Exchange Server. This is why you see the word "Mailbox" followed by an e-mail name. The information in these folders are stored on the Exchange Server.

To store less used data locally, you will create a Personal Folders (.PST) file on your hard disk.

ICT recommends that you store the .PST file in an easily accessible location (ex: a folder on the Local Disk (C), or in your Local Documents folder). Why? This .PST file will contain your e-mail information. As with other important data, it should be backed up regularly. If you are unsure about your office's backup procedure, check with other office staff or contact Computer Support for further assistance.

Note: In the past, ICT also said that PST files could be stored in your My Documents folder. If your computer has been switched to use a redirected My Documents folder (i.e. the files are stored on a server), when you log off or shut down the machine you will see an error that states the PST file is unable to be synchronized. If this is the case, see the steps in the 2nd section to move your current PST file.

How To Move Seasonal or Less Used Outlook Folders to a PST

Note: Your computer may already have the "Outlook-PST" or "Outlook-PST-OST" folder. If so, skip step 1. You will save the PST into this folder.

1. Before you begin this process, create a folder called OUTLOOK-PST in your Local Disk (C:) drive or in your Local Documents folder.
2. Open Outlook.
3. On the Tools menu, click Options. Click the Mail Setup tab.
4. On the Mail Setup tab, click the Data Files... button.
   
   Note: If you have not created a .PST file before, this window should be empty. Go to the next step. If the window isn't empty and you are unsure what this .PST is being used for, contact Computer Support for assistance.
   
   
5. Click Add. Personal Folders file (.pst) should be selected. Click OK.
6. Locate and open the folder that you created or identified in Step 1 or identified. Either click the My Documents button or the Desktop button. Then navigate to and open the correct folder.
7. Edit the file name to be "your UserID"PST Example: ntv1.pst
8. When ready to save, click OK.
   
   Note: This next dialog box allows you to setup options for encoding the information in your personal folder (PST) file. You cannot change this setting after you create the personal folder file. Encryption encodes the file to make it unreadable by other programs. Password-protecting your personal folder file is optional and provides added security. If you add a password, you will be prompted for the password when you start Outlook or connect to the personal folder file, unless you save the password in the password list. We recommend that you leave the default settings as they are.
   
   
9. Click OK. You will see the "Personal Folders" file appear in the Outlook Data Files dialog box.
10. Click Close. Click OK.
    
    Note: You will now see a "Personal Folders" folder in the Folder List. If you are using Outlook 2003, click the Folder List icon.
    
    
11. You can now begin moving folders from the "Mailbox - Your Name" list into this folder by simply clicking and dragging. If you want, you can created Subfolder in the "Personal Folders" folder first. If you are moving a folder with a great deal of information, please be patient as it moves.
    
    Note: Please remember that the "Personal Folders" folder data is now on this machine only. Be sure to back it up.

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Move a previously created PST file

1. Close Outlook. If you have a handheld device that synchs with Outlook, remove it from its cradle.
   
   Note: Before you begin this process, you should open the "new location" folder (i.e. where you plan to move the PST file to). ICT recommends that be in a folder called "Outlook-PST" or "Outlook-PST-OST" folder. You may have these folders in your Local Disk (C:) drive or in your Local Documents folder. If you don't, please create one.
   
   
2. Open your My Computer icon. Then open the Local Disk (C:). Continue to open (or create) folders until you reach the "new location" folder.
3. From Start menu, choose Control Panel.
4. Double-click on the Mail control panel. (Note: If you don't see a 'Mail' control panel, click Switch to Classic view in the top left corner of the Control Panel window).
5. Click the Show Profiles button. Select the profile you wish to edit.
6. Click the Properties button. Click the Data Files button.
   
   Note: You should see a list of the PST files in use by this Outlook profile. You will be removing the PST file from the list that is stored in an incorrect location. Example: a redirected My Documents folder. Be assured ... this is a "remove" command. This will not delete the PST file. Once you remove the listing, you will move the PST file to a new location, then add the PST file back to the data files list.
   
   
7. Select the Personal Folders entry for the PST file you wish to move.
8. Click the Open Folder button.
9. This will show you the PST file. If needed, make this folder window smaller. Move to the right side of the screen.
10. Click back on the Outlook Data Files window.
11. With the Personal Folders entry for the PST file selected, click Remove. Click Yes.
    
    Note: Leave the Outlook Data Files window open !
    
    
12. From the desktop, drag the PST file from the old location to the new location.
13. Click back on the Outlook Data Files window.
14. Click Add. Leave the default choice selected, click OK.
    
    Note: You will now switch to the "new location" folder and add the PST file back to the profile.
    
    
15. On the left, open My Computer. Then open the Local Disk (C:). Continue to open folders to reach the PST file.
16. Highlight the PST file. Click OK. Click OK again.
    
    Note: The PST should now appear in the Outlook Data Files window in the new location.
    
    
17. Click Close. Click Close again. Click OK.
18. Close any open windows.
19. Open Outlook normally. The "Personal Folders" folder should still be in the Folder List.

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Re-link an already created PST file

Note: These steps are similar to Section 2. You may use these steps when moving data from an "old" machine to a "new" machine. We assume that you have already copied the needed PST to the "Outlook-PST" or "Outlook-PST-OST" folders on the computer. All you need to do is add the PST file to the Outlook Data Files window.

1. Close Outlook. If you have a handheld device that synchs with Outlook, remove it from its cradle.
2. From Start menu, choose Control Panel.
3. Double-click on the Mail control panel. (Note: If you don't see a 'Mail' control panel, click Switch to Classic view in the top left corner of the Control Panel window).
4. Click the Show Profiles button. Select the profile you wish to edit.
5. Click the Properties button. Click the Data Files button.
   
6. Click Add. Leave the default choice selected, click OK.
   
   Note: You will now switch to the folder where the PST file is stored.
   
   
7. On the left, open My Computer. Then open the Local Disk (C:). Continue to open folders to reach the PST file.
8. Highlight the PST file. Click OK. Click OK again.
   
   Note: The PST should now appear in the Outlook Data Files window.
   
   
9. Click Close. Click Close again. Click OK.
10. Close any open windows.
11. Open Outlook normally. The "Personal Folders" folder should still be in the Folder List.

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