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Location of archive folder in outlook 2016 how to#

Choose the location to which you want to save your backup by hitting the Browse button and navigating to your folder of choice.

Name your document in the Save exported file as: field.

When you're ready to create your Outlook back-up archive, click Next.

You could, for example, use the filter to back up only messages in your inbox that include the words "Windows Central." Or you could choose to only back up your unread messages Use the Filter button below the vertical menu options to access advanced back-up filtering features. You cannot, for example, create a single backup file for both the Inbox and Calendar folders.) (Note: You must create individual Outlook backup archives for each folder, unless you back up your entire account. You should also make sure that the Include subfolders box below the menu is checked if you want to back up all data within each folder.

If you're looking to backup only specific Outlook folders or data, such as your inbox, contacts, calendar or notes, pick the specific folder.

If you want to back up and archive your entire Outlook account, select the name of your account (often your email address).

Select the information you want to back up.

Navigate to and highlight the Outlook Data File (.pst) option.

Choose the Export to a file option using your mouse or the arrow-up and arrow-down buttons on your keyboard.

Select the Import/Export box to launch the Import and Export Wizard.

Click the File tab in the top-left corner of the Outlook screen.Ĭlick the Open & Export option in the blue vertical column that appeared on the left side of the page.

Location of archive folder in outlook 2016 how to#

Here's how to create and save a data archive file using Outlook 2016 for Windows. Or perhaps you want to a back-up copy, to help prevent data loss.

Maybe you want to transfer that mail to a new Outlook account or a new PC. You can now adjust the “Name” field for the pst-file.Many reasons exist for why you might want to backup and save your Microsoft Outlook email to an archive file. To change the display name of the “Archive” pst-file, re-open the Data Files Management dialog as indicated above and then double click on the pst-file. Restart Outlook when prompted to do so.

File-> section: Info-> button: Account Settings-> Account Settings…-> tab: Data Files.Now that you’ve created a new pst-file with the folder structure of your current mailbox, you’ll need to set the newly created pst-file as your new default data file so that all new emails will be delivered to it. Step 2: Set the new pst-file as your default data file This might not be as fast as the above method, but it might still be faster than recreating a large folder structure manually.

After that, make sure you compact the pst-file. From here you can SHIFT+DELETE all the items (probably only a couple of hundred at a time). You’d then have to create a copy of the original pst-file and use Advanced Find (CTRL+SHIFT+F) in Outlook to display all items in a single view by pressing the “Find Now” button. Note: When you are in a corporate environment, it could be that the Archive feature has been disabled as a company policy. Setting the date is crucial to copying only the folder structure. When Archive is done, only empty folders should be created in the new pst-file. Press OK to execute the Archive function.For instance D:\Documents\ \Outlook\mymail.pst Set the location of your Archive file to the location where you like to store your pst-files.Set the “Archive items older than” field to a date so far in the past that you are certain no emails will get moved.If you would only like to mimic the subfolders of the Inbox folder, then you can leave the selection on the Inbox folder. Select the root of the mailbox or folder set that you would like to mimic.Outlook 2016 / Outlook 2019 / Microsoft 365įile-> section: Info-> button: Tools-> Clean Up Old Items….This will create an archive file which contains all of your current folders but will all be empty as well.įile-> section: Info-> button: Cleanup Tools-> Archive… The trick to copy the folder structure of your current mailbox is to archive the mailbox with a date so far in the past that none of your emails are actually being archived. In the first step you’ll use the Archive feature to recreate the folder structure in a new pst-file and in the second step you’ll set this new pst-file as your default data file. While it is not a direct feature of Outlook, we can use Outlook’s Archive feature to achieve this without actually archiving anything. Is there any way I can recreate that automatically? I want to start off with a new empty pst-file (my current one is getting too big to manage) but I'd like to keep the folder structure for my new pst-file.