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Message
Outlook inbox space - there's never enough - can I link to personal files?
Posted on 11/17/14 at 6:28 pm
Posted on 11/17/14 at 6:28 pm
My employer provides 2048 MB of inbox storage for my emails. I constantly have a message that my inbox is full and I need to delete old crap. I have auto archive set for every two weeks or a month, whatever the shortest period of time available. I'm forced to go through and delete old scans and reports to squeak by under the 2048 MB.
Is there some way to create personal folders or something similar in outlook to save old messages? As in can I link some folders to my documents or some other place that doesn't count against the 2048 MB on the exchange server? I'd like to do this in the outlook program itself to use the search function for finding my emails when I need them.
Is this crazy talk? Can it be done? My thought is to drag the emails to this off server storage place after two months. I'd be able to work with the last two months without constantly reaching my inbox limit.
I don't want to delete old stuff, I'm add about my correspondence.
Thanks in advance for any help offered.
Is there some way to create personal folders or something similar in outlook to save old messages? As in can I link some folders to my documents or some other place that doesn't count against the 2048 MB on the exchange server? I'd like to do this in the outlook program itself to use the search function for finding my emails when I need them.
Is this crazy talk? Can it be done? My thought is to drag the emails to this off server storage place after two months. I'd be able to work with the last two months without constantly reaching my inbox limit.
I don't want to delete old stuff, I'm add about my correspondence.
Thanks in advance for any help offered.
5
Posted on 11/17/14 at 6:40 pm to LT
Do you know where your archive .pst's are being stored? If so you can open them in Outlook and they will show up in the folder tree on the left in Outlook.
Posted on 11/17/14 at 7:17 pm to LT
Does your quota count your deleted/sent messages as well?
Like mentioned, pretty sure you can set up archives to a separate folder and open that database within outlook.
Something I've known people to do is use OneNote to copy messages. I believe it'll still search the message text. I love OneNote's functionality, but this isn't a great use of it.
I'm very anal about email, and it being a short term tool. I'll save attachments to folder, or the messages, then delete them. My inbox is probably only 50 messages.
Like mentioned, pretty sure you can set up archives to a separate folder and open that database within outlook.
Something I've known people to do is use OneNote to copy messages. I believe it'll still search the message text. I love OneNote's functionality, but this isn't a great use of it.
I'm very anal about email, and it being a short term tool. I'll save attachments to folder, or the messages, then delete them. My inbox is probably only 50 messages.
Posted on 11/18/14 at 9:25 am to LSUtigerME
quote:YES
Does your quota count your deleted/sent messages as well?
Posted on 11/18/14 at 9:28 am to LT
quote:We do the same
2048 MB of inbox storage for my emails
quote:YES
Is there some way to create personal folders
What version of outlook are you running?
Posted on 11/18/14 at 12:51 pm to LT
You can create a personal folder that is stored on your hard drive and not the server - so it won't count against the 2048MB limit. The only thing is that if this is if your hard drive crashes, you'll lose your emails that were in this folder.
Posted on 11/18/14 at 4:41 pm to LT
Create a .pst and store it on your hard drive. It'll show up just like your inbox in outlook. Move your emails there and backup that file often.
Posted on 11/18/14 at 8:37 pm to STBTigerr
Thanks all. I meant to jump back in this today at work, but I had to put out fires.
So I can create a .pst on my hard drive. I'm not sure what that is. I'll google and circle back here with questions.
Tech board is awesome. Thanks again!
So I can create a .pst on my hard drive. I'm not sure what that is. I'll google and circle back here with questions.
Tech board is awesome. Thanks again!
Posted on 11/18/14 at 9:23 pm to LT
Depending on the version, it's different. But look how to create an Outlook Data File. In 2013, it's on the Home tab, New Items, More Items, Outlook Data File.
Posted on 11/19/14 at 8:40 am to STBTigerr
I'm using outlook 2010. I'll try to peck around using your instructions.
Posted on 11/19/14 at 9:23 am to LT
quote:
I'm using outlook 2010. I'll try to peck around using your instructions.
File - Account Settings - Data Files - Give it a name and location - Close Account Settings Window and your new folders will show up in left pane.
Posted on 11/21/14 at 8:54 am to Vlad
This effing worked like a charm. Inbox size dropped to 342 MB.
Posted on 11/21/14 at 11:32 am to LT
quote:
This effing worked like a charm. Inbox size dropped to 342 MB.
Posted on 11/22/14 at 12:44 pm to Vlad
Posted on 11/22/14 at 6:53 pm to LT
I store .pst files on my server if I'm local to the server. If one of my users has a laptop, I copy the .pst file to the server for backup purposes and put a copy on their local machine for access.
Posted on 11/22/14 at 11:56 pm to kywildcatfanone
(no message)
Posted on 11/22/14 at 11:56 pm to kywildcatfanone
(no message)
Posted on 11/22/14 at 11:59 pm to kywildcatfanone
Works best if you setup a pst for sent items and another for archiving. Then setup auto-archive to run on daily schedule. Also clear deleted items on exit. Since pst will be on computer, it would be best to back that up to network storage that is backed up by net admins. Auto-archive can't archive emails to folder on a network share.
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