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OutLook private folders.

Posted on 2006-11-28
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Last Modified: 2006-11-28
We have beenmoving e-mails to private folders in Outlook from the inbox to keep the folder size down in Exchange. One user received a warning that the  mailbox was close to the limit. I thought that private folders we not stored on exchange but locally. If this is not correct, do they have to move .pst files to My Docs or another folder out of outlook?
System
 Windows 2003 servers with Exchange enterprise 2003. MS Office 2003 on XP Pro
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Question by:dwarren0940
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Expert Comment

by:Frankco
ID: 18028391
Hi dwarren0940,

They will have to move the messages to a pst to lower the size of the mailbox.

Private folders just hide your messages from other people.

cheers,
frankco
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by:dwarren0940
ID: 18028484
Can you create a folder in outlook that can make it easy to access these folders and still get them off the server?
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Frankco earned 125 total points
ID: 18029564
Hi dwarren0940,

If you create a pst, the messages will only be accessable by the local computer. Once created you will see a separate set of folders for the pst.

You probably already know how to do this but...
Click File ~ Data File Management ~ Add ~ Office Outlook personal data file

Once it is created, you can drap email into the folder. This will remove them from the server.

cheers,
frankco
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Author Comment

by:dwarren0940
ID: 18029760
That is what we did but the user is still getting the size warning. I will look into this more.
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Expert Comment

by:Frankco
ID: 18029920
Hi dwarren0940,

When you move the email you should see the size go down, in Tools ~ Mailbox Cleanup ~ View Mailbox size.

Perhaps the user did not move enough emails or the ones with big attachments.

cheers,
frankco
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