how to move mass emails to personal folders

Hi there,

as my management has limited my inbox capacity in need to move my inbox and sub folders to my personal folders; however my inbox ttl is 21 gb and moving 15 gb is quite hard manually as outlook  doesnt allow to move too much files at once

and in this respect i need your asssitance to make outlook move on the inbox and subfolders (by revising the macro) between specific dates to advised folder in personal folder

vm apprecite if you can assist
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with outlook  i guess
Where are you hoping to move the files?

With Outlook/Exchange, you could have the user archive messages by date range (and by the space you have used already, I'd guessing ALL your messaegs are stored here or you send/receive large CAD files or images and such.

Archiving will allow you to cut the files down by a date range and save to a network share where it can be backed up routinely.  You may also then open this file and it will populate within your outlook mail menu which allows you to still quickly pull those old e-mails if need be.

Otherwise, you could simply not open those files or only open when needed.

I've had to use this for a client to break up their messages by the quarter.  This permitted them to search or retrieve message as they needed, but didn't clutter up their current message box.  

Now, you may want to look into a company wide policy that states messages are only retained for 'x' amount of time, then your employees can dump messages after a certain point, but this will require some research and possibly an attorney depending on the type of business you are operating in and the location of the busienss.

I'd consider archiving.
SirjasonnAuthor Commented:
actually yes in outlook exchange

my emails takes arnd 21 gbs and i need to move them to my personal folders

but moving manually mass emails are not working on outlook and also very  tough

thats is why i need a macro to move the files within specific time period to pst file

dont want to store in on the network but to get it on personal file in order to minimize the load on the servers
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AmitIT ArchitectCommented:
21 GB is too big, Outlook support maximum 20GB PST(Unicode Format). PST corruption chances are very high, if you create this much large PST. Better you export data into multiple PST's, like Year wise and then check each PST, if you are able to open them without any issue. Take a backup also.

Now you can delete olders email from your Exchange mailbox. Again you can delete year wise, or whatever way you prefer. Also enable cache mode in your outlook, that will enhance the performance.

hope this helps

I'm not certain why you are unable to move these files with a simple archive in the batches as I described.  I've had to break them down for clients in the past and did so by quarters (due to the amount they had) and year.

If you don't have too large of files, by year would be ok.

Nevertheless, if this process doesn't work manually for you.  You will not get a macro to do it either.

I will flag this to include the scrip/macro people since you do not currently have it flagged as such.
Exchange 2003 - have your admin use exmerge with a date range per year

Exchange 2007 - have your admin use export-mailbox qith the date range for each year

Exchange 2010 - have your admin use the new-mailboxexport request with the date range for each year
Jian An LimSolutions ArchitectCommented:
there is no simple way to use macro to do what you want.

what you need to do (without admin's help) is to leave it over night and let it do the work.

i presume you are using Outlook 2010 as this is the only version able to grow over 20GB to 50GB

what you can do is to archive the email.
let's say you know 6 years ago, you start, then you start from the date and each week you do a bit. (so you can sort it by year?)

Let's the OUtlook take the lead and slowly you will get it under control

Just my recommendation.
Chris BottomleySoftware Quality Lead EngineerCommented:
I would agree that an archive setting would work but potentially would not address any structure implicit in your macro.

Can you supply the current macro and some idea of the changes you require?
SirjasonnAuthor Commented:
actually do not have any macro I'm using but just doing it manually which is really painful

at the moment using archive folders, but actually not really what I'm looking for
Chris BottomleySoftware Quality Lead EngineerCommented:
Can you outline what it is you want ... ie what you it is you do manually


I too would be curious at the process you are using.

As I mentioned previously, I've helped many client create an archive of their messages so that 1. they can access them at any point they wish (by opening the folder) and 2. the messages are backed-up.

The caveat being that you will want to have a security policy in place for how long a message will be maintained.  I.e. after a point, you'll want to dump old messages to not have to be bothered with them during legal action...or perhaps you DO want to be bothered with them.  In either case, you'll want it to be a consistant policy of 3 years, 5 years, 7 or 10 etc.. and it depends on if your State requires files to be maintained for a period of time (this you'll want to consult with legal or HR if your company already does this).

Outlook's archive CAN preserve the individual inbox folders you create and dump the new files into an existing year folder (say quarterly) or you can keep each quarter separate.  It depends on how large your files are.  But I've had success with both methods.

Previously, I may have misunderstood that you said this method didn't work for you...aka it would not start.  Hence my comment that if you cannot do it manually, it will not work with a macro.  But the manual process, even if you had 10 years worth of data, should not take you took long, set it, move the files, go to another project come back and set it for the next batch.

Otherwise, if it does work manually, the macro/scrip folks likely have something quick they can help you with.  But if it doesn't work manually, no scrip will make it work.

Please let us know what you currently do in your process, perhaps we'll see something as to why your process is taking so long.

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