Using a Personal Folders File
If you are using Microsoft Outlook on a company server your
e-mail will be held in an Exchange Server mailbox when it arrives in
your Inbox. It is likely that you will have a restricted amount of space on this server for your Inbox and, if you
are not careful, it may become overloaded and you will not be able to receive
new e-mails from others.
In order to keep your e-mails without overloading the mail
server you can create a Personal Folders File on your personal network directory
to hold the e-mails you want to keep. It is important to create this file on a drive that is
regularly backed up, you should not use your computer’s C: drive as you will
lose all your e-mails if your computer’s hard drive becomes corrupted.
To create a Personal Folders File, click on the File drop-down menu in Outlook and choose New and then Personal Folders File (.pst) as below
A window will now appear where you can enter a name for your personal file and choose where it is stored. Do not forget to ensure that it is on a drive that will be backed up!
When you click the Create button, your will be able to set a descriptive name for your personal folders and a password.
You do not have to set a password but if you don’t and others have access to the drive containing your personal folders file then they will be able to access your e-mails. If you do set a password, be careful not to forget it as you will probably not be able to recover it!
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