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Outlook 2003-adding archives from other users

Posted on 2010-11-25
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Last Modified: 2012-05-10
Greets,
We occaisonally have senior employees leave the company that have accumalted 2-3 Gb in their Outlook inbox. Two things need to happen:
1) Replacement employee needs to be able to access that "Inbox" locally only on their PC as a seperate folder and NOT have Exchange use or save it. Local ONLY. I am assuming that I can "export as PST" and then somehow add to new user's archive?
2) Eventually I willl remove the mailbox from Exchange of the "old" employee to free up space.

Thoughts and ideas as to how to do this please.
Thanks
BR
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Question by:tagltd
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Assisted Solution

by:siphoosm
siphoosm earned 62 total points
ID: 34211399
You can logon to any PC, create an outlook profile, export that mailbox to a PST. this is how you export a mailbox from Outlook.
Open Outlook.
On the File menu, click Import And Export. If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu, and then click Import and Export.
Click Export To File, and then click Next.
Click Personal Folder File (.pst) , and then click Next.
Click the folder that you want to export the .pst file to, and then click Next.
Click Browse, and then select the location where you want the new .pst file to be saved.
In the File Name box, , type the name that you want to use for the new .pst file, and then click OK.
Click Finish.

what you can do then is to save that PST on file server for late retrival if it gets deleted by mistake.
Add that pst on the users outlook account.

you can then delete that mailbox from exchange.
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Expert Comment

by:nipponsoul
ID: 34211409
Hello,

Yes, you can add it to the person's Outlook profile as a separate pst file, which is kept locally on the client side and has nothing to do with Exchange.

You can do this but logging on as that person (who has left the company) on Outlook and export their emails onto a pst file. You can then copy that pst file on the client side and once the new user creates their profile as they long in, to import the pst.

Detailed information on pst imports and exports can be found here:

http://support.microsoft.com/kb/287070

So once it is removed from the server side, the pst will be on the client machine. Depending on your company's email policies you might wanna keep a copy of the pst on a file server as well.

Just a thought, please bare in mind Sensitive Information Acts that apply to your country as adding someone else's pst onto another user might be illegal...

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Author Comment

by:tagltd
ID: 34211434
Hi
I understand the advice that was listed in the two answers. My only concern is to how to import to new user and NOT have the data sitting inside that new users inbox and bloating the Exchange server. I read the MS KB but would like a better explanation just to be sure. Thanks.
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Accepted Solution

by:
nipponsoul earned 63 total points
ID: 34211487
I will try to explain this as best as I can as English is not my main language.

When you export the PST, it will be a separate, independent file which you can copy anywhere you want. So for example you can copy that on a File Server until the new user's profile is created.

Once the new user has a mailbox on the Exchange Server, you logon in windows and setup Outlook.
Outlook will automatically sync with Exchange and download the user's OST.

Then you copy the PST of the ex-employee on the client machine ... for example in C:\PST or if you would like, you can copy it in the path where the OST is kept too.

Those 2 will be separate files, even when you import it.

Once the new user is logged in on Outlook, you go to the account settings of the user and add the pst as a new data file:

http://office.microsoft.com/en-us/outlook-help/create-a-new-data-file-and-move-or-copy-items-to-it-HP003082356.aspx

After that the use will see his own Inbox and underneath (like Archives) they will also see the PST which was added.

The 2 files, the OST of new user from Exchange and local PST from the previous user, will be separate files and your exchange server will only contain the new user's data (OST).

Offline folders (.ost) files are stored on your computer and are available even when the network is down. The default location for the .ost is your current Windows folder. Like personal folders (.pst) files, .ost files can be compacted to save space on your computer.

The difference between an .ost file and a set of .pst files is that the .ost file starts as a mirror image of your folders on the Exchange Server, and works in conjunction with the Exchange Serve during synchronization. A set of .pst files, on the other hand, is simply a storage location on your hard disk or a server other than the Exchange Server.

Does this make more sense ?

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Expert Comment

by:siphoosm
ID: 34211493
If  you add the PST that data will be sitting in the outlook profile as a PST and not in the inbox of the other user. Therefore that PST won't have an effect on the other users Exchange profile.
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Expert Comment

by:siphoosm
ID: 34211504
@nipponsoul: I am with you on this one. Very clear explanation
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Author Closing Comment

by:tagltd
ID: 34211603
Thanks. We seem to be set.
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