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How to backup my Outlook emails in the archive folders - basically how to setup this process

Hello Everyone,

I have a very limited email box 9GB of space and it can't not be expanded. so in order to stay under the limit quota periodically my clients move some emails, specifically the one with large attachements to teh archive forlder.

my client said that i set it up a few years ago but i don't remember, neither i remember the steps to do that.

Can someone explain me how the folder archive shows up in outlook, where is his default location ( probably somewhere in the C: drive) and how i can copy or move the emails once a week from my inbox to the archive folder please ?

thank you,

Karen Falandays

HMM, I don't like archiving in Outlook. You can lose important emails. Instead, create an Outlook Data File/PST/Personal Folder and manually drag items and folders here. Create a new one each calendar year so you don't get over the limit. Here are the steps:
Create PST/Outlook Data File
If you are often over your mailbox limit or have messages that you do not want to be moved to archives, create a new PST folder and move items and folders here as needed

From the Home tab, select New Items>More Items>Outlook Data File
Create a name and select a location (I recommend the default location, which is usually your home drive)
Click OK

Tip: Assign a name that makes sense to you, such as “2019 Old Emails”

Italiabella

ASKER

Thank you Karen, It works like a charm.They use a laptop with a small hard drive can i create that PST file and instead of saving it to the default location saving to dropbox or google drive ? Will it work ?

Italiabella

ASKER

Also i create the test PST file as a test on my computer. In my Outlook. how to i delete it now ?I don't see teh option delete is i right click that PST File i created.

Thank You,

Karen Falandays

You can right click to close the PST file, but you will need to go to the location of the file to delete it directly. Before you close it, right click and choose Data File Properties and click the Advanced button to see the location, if you forgot!

Italiabella

ASKER

you are fantastic. you make everythign easy. is your specialty outlook karen ?

Italiabella

ASKER

The last question: They use a laptop with a small hard drive can i create that PST file and instead of saving it to the default location saving to Dropbox or google drive ? Will it work ?

ASKER CERTIFIED SOLUTION

Karen Falandays

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Italiabella

ASKER

ohhh ok. i will stay away from it then.

Thank you again!!

Karen Falandays

Cheers