Help Moving Email (Exchange and POP) to New PC

Hello,

I need some help in "re-creating" my current email configuration on a new PC. Please bear with me while I explain my situation.

Current Configuration: My office has a SBS 2003 server that uses MS Exchange.  My PC is a Win XP SP3 box that is running Outlook 2007. I have 10 different accounts that I personally use for various activities and the default MS Exchange Account.  All of these accounts are configured to deliver new email messages to the same place: "Mailbox - UserName\Inbox" and into the same data file named "Current outlook.ost",  This OST file is currently located on the SBS server and not my PC.  I am the only one who uses the Exchange server for email.

This configuration has been in place for over 10 years,  Despite many efforts to purge old emails, I still have tens of thousands of messages I need to store.  If I left all of these in MS Exchange, my daily SBS backup file would be too large for my storage media (I use 160GB removable hard drives and it would be very expensive to upgrade these to 320GB since I rotate 4 different drives on a weekly basis).  

In an effort to manage the size of the Exchange database, I moved 75% of the emails to one of four archive files.  The archives are all PST files.  I created them by first exporting the select emails to a PST file that was not password protected.  I then opened the PST file in Outlook.  After checking that all my files were present in the PST, I deleted the files out of Exchange.  All PST folders have been compacted and are also stored on the SBS server.  I keep them on the server so that they are backed up once a week.  Since these archives do not change, weekly backups are fine.

The attached jpeg shows a screen shot of the email accounts and my folder configuration.

I have a new PC that is running Windows 7 and Office 2010. I started manually configuring Outlook 2010. I have run into several problems.  When setting up Outlook 2010 the MS Exchange account settings are different.

Old PC Settings for MS Exchange and All 10 User Accounts
 - new messages delivered to "Mailbox - UserName\Inbox"
 -  data file is "Current outlook.ost" located on my SBS server

Settings on New PC
 - new messages are delivered to different Inboxes.  for example:
email address_1\Inbox
email address_2\Inbox...
email address_10\Inbox

 - each email account has its own data file that are all stored locally on the PC, for example:
Outlook Files\Microsoft Exchange.ost
Outlook Files\email address_1.pst
Outlook Files\email address_2.pst...
Outlook Files\email address_10.pst

Many years ago an IT consultant who is no longer available set up the current configuration.  I am looking for help to recreate the configuration on the new PC.

Please note that the old PC will continue to be used for some functions and I want to be able to sign into my email from either PC.

Please let me know if you have any questions.  Thanks so much for your help! :)
Email-Configuration.jpg
MrChip2PresidentAsked:
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Obi WanFixerUpperCommented:
MrChip2, HI

From what i picked up, you are trying to open 10+ email accounts, using pop3 and have them delivered to you OST? then you can move them to the other PST's when your ready to archive them ?

This is achievable, click on the change folder button, and ensure the OST is set as default, then all messages will get delivered there for you.

Also do not run them both email clients in tandem, you may get all sorts of issues

Further to this, opening PST's over the network is not really safe to do or supported by MS: -
http://support.microsoft.com/kb/297019

Hope this helps!
Jamie
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BTechAUCommented:
MrChip2,

What Jamie says is correct (You need to select the "Inbox" of your Exchange account as the delivery location. This will automatically select the OST file.)

One you have your new PC running OK, you should disable the receive email function on all of your POP accounts on the old PC. Then you can use the two computers and Outlook at the same time. However, you shouldn't (and can't) open your archive PST files in two places at the same time, only your Exchange account.

Here is how to disable the receive on the POP accounts:
http://www.arrowmail.co.uk/howto/sendas.aspx (go about half way down the page and look for "The final step is to prevent these new POP/SMTP accounts from attempting to collect email and causing an error message.")

B.
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MrChip2PresidentAuthor Commented:
Thank you both for helping.  I must admit that I do not know much about Exchange - I relied on my former IT guy to set this up.

OK, I tried everything I could think of, but I could not change the Inbox of this account.  It will not let me change the data file location, or change the folder from email\Inbox to username\Inbox.

Should I delete the accounts I have on the new PC and start over?

FYI, I closed out of Outlook on the old PC before attempting any changes.
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BTechAUCommented:
When you say the "Inbox of this account" which account are you referring to?

You only need to change the POP accounts' data file location, not the Exchange one. Leave the Exchange as is and go through all of the POP accounts one-by-one. Post a screenshot of your errors if any and of the accounts screen in your new Outlook.
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MrChip2PresidentAuthor Commented:
Hi BTechAU,

I am trying to replicate the settings exactly as it appears on the old.

The New PC currently lists the account as

firstname@domain.com (my email convention)

The Old PC lists the account as "FirstName LastName"

I went ahead and deleted the two user accounts on the new PC.  Now the only account that shows is Microsoft Exchange.  And I was able to get it to point to the correct ost file on the server.  But the folder name is different - see screen shot question 1.

Also, when I look at Data Files it shows two files - one that is strange and the real ost file.  I get the error message shown in Error1.jpg file attached when I try to change it to the ost..

 Error when try to change data file Question about folder name
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BTechAUCommented:
MrChip2

Sorry, I missed the fact that the OST file is on your server. This is not necessary as your email is on the Exchange server already. The OST file is just a local copy of the Exchange email. Therefore, what you are doing is keeping double-copies on the server (one copy in the Exchange database and one in the OST file). This is also bad for a couple of reasons:

1. If you lose your network connection, you can corrupt the OST file
2. Accessing the file is a lot slower

My suggestion is:

Leave the OST file as default (on the C:) drive. Point all your other accounts to that. Exchange will automatically be updated when email is received. You should probably reconfigure your old PC to have a local OST file as well. You can disable the receiving on the POP accounts on that PC as per my earlier suggestion. The two PCs do not need to (and shouldn't) point to the same OST file. It is enough that they have the same Exchange account configured on them.

And no, it doesn't matter that the folder shows your email address. You can see below it says "in data file O: etc..."
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MrChip2PresidentAuthor Commented:
Hi BTechAU,

Sorry for the delay.  You are one step ahead of me.  After we had everything configured I planned on asking a separate question how to move the OST to the local PC.  

Thanks for clarifying the file naming confusion on the folder.

1) What is the best way to get a local OST file? I looked in the local folder and there isn't an OST file in it (anymore).  .  Do I have Exchange make it from scratch or do I move the file off the server?

I would really appreciate your walking me through the steps so I don't mess up.

Big question - are these changes risky in terms of messing up the Exchange account?  I don't want to lose my current emails.  I did run an SBS backup last night just in case.

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BTechAUCommented:
Hi MrChip2

The best way to get it all to work is to start with a new profile altogether. If you don't know how to do this, close Outlook, then you need to go to Control Panel -> Mail Applet -> Show Profiles. To be safe, just create a new profile (Add) and then select the new profile in the "Always use this profile" dropdown. Configure your exchange account in this new profile and it will automatically create the OST on the C: drive.

There is relatively little risk regarding Exchange here. Exchange holds the master data, so as long as you don't mess with the server (or delete any emails, etc.) it should all be on the server.

B.
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MrChip2PresidentAuthor Commented:
Will you be online for the next 30-60 minutes?  I want to try your suggestions and may have a few last minute questions.
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BTechAUCommented:
I should be around.
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MrChip2PresidentAuthor Commented:
Great, I created the new profile and set it as the default, as you suggested.  Now I am trying to create my first user account.  

Not sure how relevant this is, but I use Google Apps and GMAIL for my domain.  

So now it is expecting a new account to be MS Exchange, I need to select the "other type" and configure it as POP.  I enter all the info and everything is working with one exception.  I cannot set the new OST file as the place to deliver new mail.  It will only take a PST file.  On my old PC all of the user names point to the OST.  What am I doing wrong?

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BTechAUCommented:
Can you click on the change folder button and then send me a screenshot? Make sure you've selected the POP account that you just added.
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MrChip2PresidentAuthor Commented:
Here is what I am seeing
Latest.jpeg
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MrChip2PresidentAuthor Commented:
BTechAU - I need to leave the house for 20 minutes to pick up my daughter.  
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BTechAUCommented:
Yes OK. Just let it create a new file. Then when it is done, in Outlook go to File -> Account Settings -> Choose the POP account -> Click Change Folder -> Go to your exchange account -> Select the Inbox.

Let me know if it works.
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MrChip2PresidentAuthor Commented:
Fantastic!!!  It worked.  Thank you so very much.  I wish I could award you 5,000 points.  I will now create the other 9 accounts.  Once finished, I will delete the OST file off the server.  I will repeat the process on the old PC, and make it so it cannot receive emails, only send.

Is there anything I am missing?  Thanks again.
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BTechAUCommented:
Glad to help. I would make sure everything is working on the new PC before doing anything on the old. Then go through the process on the old PC and only delete the OST file once everything is working. Take your time before you delete anything - no hurry.
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MrChip2PresidentAuthor Commented:
Have a great night!
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MrChip2PresidentAuthor Commented:
Thank you BTechAU for being incredibly helpful and patient as you walked me through this.  This question thread proves the value of EE to me.
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