Solved

Outlook Personal Folders vs. Archive

Posted on 2013-01-01
3
1,761 Views
Last Modified: 2013-01-16
What's the difference between using archive folders and personal folders?
Advantages/Disadvantages, and applications for each please.
Please do not give me any Microsoft links.  
In the eyes of Microsoft everything they make is wonderful, great and the solution to all world problems.
I want to know when to use each.
0
Comment
Question by:brothertruffle880
3 Comments
 
LVL 15

Expert Comment

by:Rajkumar-MCITP
ID: 38734409
Both the Personal Folder and the Archive Folders are Data File Storage to store emails

Personal Folder: Its a personal storage file to have a copies of emails offline. Moving emails from Exchange Online account to a Personal folder will leave you an option to not to access those emails from different outlook account or using webmail (OWA), because of you move the emails to local folder.

Archive Folder: Prior to Exchange Server 2010, It is same like personal folder but with the difference of, In personal folder you manually create a data file storage and you are manually moving the email to personal folder to reduce the size of mailbox, where in archive folder, based on Archive Settings to move certain days old ( default 6 months old) emails from online mailbox to Archive folder.

So both the Personal Folder and Archive folder will have the offline copy of emails in a user computer.

In Exchange Server 2010, MS have a concept of Archive Mailbox, this will look same like archive folder but all the emails will stored in the mailbox itself, If you accessing emails from one machine in 1st floor and from second floor, configure the outlook on different  computer will show all the emails.

Archive mailbox can be used when the company dont want to leave any emails in  a Personal folder or archive folder to monitor all the emails to comply with email policies and regulations.

Please inform if it is not clear.
0
 
LVL 17

Expert Comment

by:sgsm81
ID: 38734698
we use personal folders to backup files from outlook if required outside of the profile - we don't use archive folders.
0
 
LVL 63

Accepted Solution

by:
Simon Butler (Sembee) earned 500 total points
ID: 38735884
I don't think you can compare the two.
Personal Folders are PST files stored on the local machine only. As far as I am concerned there is no difference between deleting the content and storing them in a PST file. You will lose the content both ways. You cannot backup PST files, you cannot store them on a network share and they get corrupted very easily.

The only archive is basically a second mailbox, which means the data is stored within Exchange databases. That is more efficient storage than PSTs (100mb of email in Exchange can be up to 300mb in a PST file) and easier to backup. You can have access to the content from multiple locations.

I only use PST files for one task only and that is migrations where I cannot do cross forest. On all sites that I manage the use of PST files is banned and the ability to create them blocked by Group Policy.

Simon.
0

Featured Post

Highfive Gives IT Their Time Back

Highfive is so simple that setting up every meeting room takes just minutes and every employee will be able to start or join a call from any room with ease. Never be called into a meeting just to get it started again. This is how video conferencing should work!

Join & Write a Comment

ADCs have gained traction within the last decade, largely due to increased demand for legacy load balancing appliances to handle more advanced application delivery requirements and improve application performance.
Follow this checklist to learn more about the 15 things you should never include in an email signature from personal quotes, animated gifs and out-of-date marketing content.
To show how to generate a certificate request in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.:  First we need to log into the Exchange Admin Center. Navigate to the Servers >> Certificates…
The video tutorial explains the basics of the Exchange server Database Availability groups. The components of this video include: 1. Automatic Failover 2. Failover Clustering 3. Active Manager

760 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question

Need Help in Real-Time?

Connect with top rated Experts

17 Experts available now in Live!

Get 1:1 Help Now