How to Use Personal Folders

and Auto Archive

Quicknote # 91

October 2007

Introduction:

This Quicknote is written as a tool to assist University of Michigan-Flint Faculty and Staff setup and use Personal Folders for their email account. Also this guide will assist in enabling Auto Archive for backup purposes.

¨ Introduction

¨ Before You Begin:

¨ Create a Personal Folder

¨ Open a Personal Folder

¨ Backing up a Folder to a Personal Folder

¨ Enabling Auto Archive

Before You Begin:

Please note that this guide is meant for use with Outlook 2003 and may not be completely compatible with older versions of Outlook. If you need help upgrading to Outlook 2003 please follow the Quicknote located here.

http://www.umflint.edu/its/helpdesk/quicknotes/QN83.pdf

Create a Personal Folder:

Follow the steps below to create a personal folder in your Outlook client.

1. Select File got to “New” then select “Outlook Data File.”
2. Select Personal Folder File and click “Ok.”
3. Select the location you would like to save the folder to and select “Ok.” Please note that the default location to save to is C:\Documents and Settings\uniqname\Local Settings\Application Data\Microsoft\Outlook
4. The next window will ask to name the personal folder, and in the “Name” field type in the name you would like to appear on the personal folder. The default name is “Personal Folder.”
5. You will now see that you now have a Personal Folder listed in your Folder List.

From here you can save messages, or drag and drop messages into this new “Personal Folder.”

Open a Personal Folder:

Follow these instructions to open a pre-existing personal folder.

Go to the “File” menu and select “Open” then select “Outlook Data File.”
A dialog box will appear where you can navigate to the location of the saved Personal Folder. When you have located it, select it and click “Ok.”
The Personal Folder will now appear in your Folder List.

Backing up a folder to a Personal Folder:

Follow these instructions to backup a pre-existing folder to a Personal Folder.

Go to “File” and select “Import and Export.”

2. Select “Export to a file” and click Next.
3. Select “Personal Folder File (.pst)” and click Next.
4. Choose the folder you would like to back up. If the folder contains subfolder, and you would like to back those up as well select “Include Subfolders.” Click Next.
Browse to a location where you would like to save the backup. If you do not select a different location than default the folder will be saved here. C:\Documents and Settings\uniqname\Local Settings\Application Data\Microsoft\Outlook Select Finish.
6. Name the Personal Folder in the Name field and click “Ok.”

Your data is now backed up into a Personal Folder.

Enabling Auto Archive:

These instructions will walk you through turning on Auto Archive in your Outlook client.

**Warning – Auto Archive has the potential to delete needed email messages. Please use it at your own risk.**

Go to “Tools” and select “Options.”

2. Click the Other tab and click Auto Archive.
3. Check the box that says “Run Auto Archive Every:” to enable it. Tell it how many days it should wait until it runs, and specify the options you would like and where backed up data should be saved below it. Finally click “Ok.”

Additional Resources:

ITS Quicknotes are available in the Student Computer Lab in 206 MSB, at the ITS HelpDesk in 207A MSB or on-line at http://www.umflint.edu/its/helpdesk.

If you found this Quicknote helpful, we recommend these related Quicknotes:

For Everyone:

Quicknote 26 - Using Antivirus Software

Quicknote 54 - Installing SmartFTP for Windows

For Students:

Quicknote 22 - Student Access to Progdata

For Faculty/Staff:

Quicknote 07 - Installing MS Outlook for Windows at Home

Quicknote 23 - Faculty & Staff Access to Progdata

This documentation is maintained by the ITS HelpDesk

a division of Information Technology Services at The University of Michigan-Flint.

ITSHelpDesk@umflint.edu ¨ 810.766.6804 ¨ http://www.umflint.edu/Helpdesk