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Saving Outlook folders and emails to an external location

Posted on 2016-08-04
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Last Modified: 2016-09-03
Hello.

Using Microsoft Outlook 2013, I'm dealing with a situation of having too many nested folders (well over 500 folders) that is causing performance issues.   To attempt to remedy this, I'd like to be able to offload some of the (older) folders and their contents (because I need to retain them for possible access in the future) to a computer drive (C: drive, network drive, external drive or whatever).  Is there a way to do this whereby if I needed to access any of the files or folders, it would be as simple as if I was opening the files in Outlook?  I'd like to be able to access and view the saved folders and files as simply as with other files such as pdf's, Excel files, Word documents, etc. Thanks.
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Question by:dbfromnewjersey
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6 Comments
 
LVL 36

Expert Comment

by:Kimputer
ID: 41742792
Yes, you can export those to another PST file. You keep opening and closing this PST file from Outlook (or leave it open if no sharing with other people is involved).
It will behave exactly like before (same folder structure etc), except not within the current account, but rather next to it.
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LVL 34

Expert Comment

by:Paul MacDonald
ID: 41742795
What you want to do is create a .PST (Outlook Data) file.  Once that's done, you can open it in Outlook, and move your old mail into it.  

You can even configure Outlook to archive mail to the .PST file on a regular basis so your mailbox stays clean.  If you like, you can create and open more than one .PST file at a time, which would allow you to organize your e-mail (by date, subject, recipient, etc).

.PST files have a default location, but you can specify where they are created/stored so you can put them somewhere other than your local computer if you like.
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LVL 98

Expert Comment

by:John Hurst
ID: 41742809
Another way to do this is via Archiving which I use. Set up correctly it is automatic. Once archived, compact your mail file and performance will improve.
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Accepted Solution

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Alexei Kuznetsov (Outlook MVP) earned 2000 total points (awarded by participants)
ID: 41742955
If you want to use saved emails like any other documents (like Word, Excel, pdf, etc), you need to save your emails to either EML or MSG format. This allows you to browse and open them like you do with other documents. You can use free Export Messages to MSG Files utility to save messages to Outlook native format (with all internal properties) or Export Messages to EML Files to save emails to more generic format you can use with other email clients.
If you just need to offload your emails to another storage, you can use Outlook standard AutoArchive feature to periodically move old messages to archive PST file.

DISCLAIMER: I recommend mentioned free tools because I'm one of the developers, so feel free to ask any further questions.
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Author Comment

by:dbfromnewjersey
ID: 41756633
thx
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LVL 14

Expert Comment

by:Alexei Kuznetsov (Outlook MVP)
ID: 41782757
This directly answers the question and the author thanked it.
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