Outlook 2003

Videos:

	What is the Email Archive?
	How do I keep email that is older than 3 years?	Read Step-by-step instructions
	Using Personal Folders	Read Step-by-step instructions

      Step-by-Step Instructions with Screenshots:      

So How Do I Keep Email that is Older than 3 years?

Instructions are attached below to show you how to create your own archive if you wish to keep any emails older than 3 year.

Open Outlook and go to the File menu; drag down to Data File Management.

In the next screen, click the button Add.

In the next screen, choose Outlook Personal Folders and click OK.

It would be best to place your email archive (PST file) in a location where it will be backed up (or recovered if you change PCs), so on the next screen click on My Documents, then click on the New Folder icon, and create a folder called "Email Archive" in your documents folder.

In the next screen you can leave the name "Personal Folders.pst" or you can choose your own name for your pst file, then click OK.

On the next screen you can leave the defaults and click OK.

You will now see your Personal Folder added to the list of data files and can click Close.

You will now see that you have a Personal Folder showing in Outlook.  Remember any email that is in the Mailbox is on the email server;  any email that is in the Personal Folder is on your computer.

Drag any item from your current folders to the new folder. Press CTRL while dragging to copy items instead of moving them.

      Step-by-Step Instructions with Screenshots:         

OK, I have a personal folder ... NOW what do I do with it?

Instructions are attached below to show you how to place items in your personal folder.

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You can create sub-folders inside your Personal Folder to organize your items.
right-click on your Personal Folder and choose New Folder.

Type a name for your new folder and click OK.

You can create folders for individual people who send you email or group them by a topic.  In the example to the right I am creating a folder called "CIC Meetings" where I can save all emails on this topic.  I typed "CIC Meetings" and then clicked OK.

Repeating the two steps above will allow you to create a series of personal folders.

In my example I created personal folder for specific people who send me email that I want to keep:  Jerram Froese, Lorie Squalls, Mikie Kindsfather I also created folders for topics of emails that come from many different people that I can group under the topic so I can find it easily later:  CIC Meetings, Curriculum Committee, Open House, Parent Conferences

REMEMBER:  The Personal Folder is on YOUR computer so any emails that you place in these folders you can keep as long as you wish and they will not be deleted.

To add emails to your personal folder, just click on your Inbox then drag-and-drop any items you wish to keep into the folder where you want to store it.  (If you right-click and drag an email you can COPY it to your personal folder and leave a copy in your inbox.)