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Creating and Using Personal Folders in Outlook 2003 & Outlook 2007

NOTE:  Microsoft Outlook has the flexibility to store email messages on the TechMail servers or in a Personal Folder on your computer.

About Personal Folders in Outlook 2003 & Outlook 2007

Personal Folder files have file extensions of .pst.  An example of a name of a Personal Folder file is "personal.pst".  A Personal Folder file can be defined as your primary store or as a secondary store.  A primary store means that mail delivered to the Inbox in that file and all of your other default Outlook folders, such as Calendar, Contacts, Deleted Items, Journal, Notes, Sent Items, and Tasks reside there.  A Personal Folder file can also be defined as a secondary store, which means you can move items to that file, either manually or with Rules, from your primary store.

There is a limit to the size of the mailboxes for every TechMail customer.  If the disk space taken by your mailbox is exceeded, then you risk temporary loss of email services until your mailbox size is brought back under the quota.  An Outlook Personal Folder is a convenient alternative location for storage of TechMail items—especially long-term storage—rather than storing them on the TechMail servers.

How to create a Personal Folder in Outlook 2003 & Outlook 2007

STEP 1:  In Outlook, click File -> New -> Outlook Data File.

STEP 2:  Select Office Outlook Personal Folders File (.pst) and click OK.

STEP 3:  Next, you can change the file name from "Personal Folders(1).pst" to any other file name allowable by Windows.

STEP 4:  After deciding on a name for the new Personal Folder file (in this case, "Personal Folders(1).pst"), click the OK button to start customizing the .pst file.

STEP 5:  You can give the Personal Folder file a new Name.  This is not the file name as in Step 4, but is rather a name that will appear in Outlook's Folder List.  Type a name that is descriptive of what you plan to store in the Personal Folders.

If you would like to restrict access to this file with password, type the password in the spaces provided.  This is not the same as your eRaider password or any other password you use at Texas Tech.  Please note:  The IT Division will not be able to provide assistance recovering items if you forget the password!

In Outlook, you will see an additional option for "Encryption Setting" that you may leave configured to the default setting.

STEP 6:  Click OK to proceed.  The Personal Folders listing will now appear in your Folder List in Outlook.  You may collapse or expand the folders by clicking the plus or minus sign next to the name of the Personal Folders.

STEP 7:  You can now manually archive your messages by dragging and dropping them in to your new personal folder.  If you would like to setup AutoArchiving, please click the link below.

Continue to AutoArchive Setup (Optional)