Saving to a Windows folder

  • Thread starter Thread starter Deborah Mowry
  • Start date Start date
D

Deborah Mowry

Save to folder - i.e. remove from Outlook - what are your recommendations to
do this?

File | Archive

AutoArchive

Personal Folder PST

Or drag and drop directly from outlook to a folder location.



This would be done to maintain a copy of decision making steps.



Deb
 
The first 3 results are the same (all store to a pst-folder) except the
methods are different. All methods require Outlook as well. Tell us a bit
more at what you are trying to achieve and how you will access these mails
and how often. Anyone else need to access it as well?

--
Roady [MVP]
www.howto-outlook.com

Tips of the month:
-Setting Permissions on a Mailbox
-Create an Office XP CD slipstreamed with Service Pack 3
 
OK - I wanted document for our division how to "manage"
their emails as there are way too many.
Some need to be kept for recording decision paths and
multiple people may need to view them. (drag and drop to
windows?)
Some users just hoard everything but need a place to store
them for their own piece of mind (no one else should see
them). (Personal folder on personal drive so it can be
backed up?)
I guess the last would be only for themselves to view
UNTIL a decision has been made on the project (Personal
folder on local drive - then either drag and drop to
windows or delete).

I guess what is the difference really between making a
Personal Folder on a drive (C: or shared) versus an
Archive pst folder. I am not clear here.

Thank you
Deborah
 
First of all; you can't share a pst-file and it is not recommended or
supported to store and connect to a pst-file located on a network share.

If it is just for archiving I recommend that they copy their mail to a
pst-file on their local PC and burn it to CD (at least twice!) for back-up
purposes. Additionally you could place one on an Archive server so you've
got a central location for your tape back-ups. Since the data isn't going to
change anymore people also needing the data should copy the pst-file from CD
to their harddisk as well or copy it from the archive server (make sure the
locaton is "Read Only" or only allow "Read" NTFS permissions since it is an
archive). Then they can connect to it in Outlook by File-> Open-> Outlook
Data File... Make sure that the "Read Only" file property is unchecked or
Outlook won't be able to connect to the pst-file.

Copying the individual messages to a Windows Folder is something I see as a
last option to quickly share a single Outlook Item. Storing lots and lots of
single Outlook Items in a Windows Folder makes the back-up and virusscan
process very slow.

If you want to give your users some cleaning tips take a look here;
http://www.howto-outlook.com/howto/cleanmailbox.htm

--
Roady [MVP]
www.howto-outlook.com

Tips of the month:
-Setting Permissions on a Mailbox
-Create an Office XP CD slipstreamed with Service Pack 3
 
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