IT Service Desk recommends you do not archive your emails unless you wish to move emails to another computer (i.e. if you're a staff member who is leaving Lincoln University and want to take emails with you) or you're running out of space on your Outlook account and need to create some room on your account but need to access your archives at a later date.
Archiving emails moves them into your archive folder which will contain a replica of the folder structure from your mailbox. In other words, a replica of the folder structure for all the folders you've selected will be created and the emails are moved from the original version of each folder to the new archive version.
You can manually archive emails in Microsoft Outlook by following the instructions below. Once you have created an archive of you emails, you can copy the file (.pst) to any other computer with Outlook or a compatable email client.
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Open Miscrosoft Outlook |
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Left click 'File' |
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Select 'Archive' |
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The next window you see asks you which folder(s) you want to archive and where want to store them. You can archive everything in your mailbox or just specific folders.
The default location is C:\Users\you\AppData\Local\Microsoft\Outlook\archive.pst or you can specify another location.
Be Warned: C: is not backed up so you should copy the .pst file to another media or drive as soon as possible!
If you've almost used up all of your Outlook space then the file will be close to 4GBs so, the location you want to save the .pst file will need at least that much room (i.e. it’ll be too big for a CD but should go on a DVD or 4Gb flash drive or external hard drive etc.) |
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Click OK |
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