Tech tips

Archiving Microsoft Outlook items to a local data (PST) file

Follow these easy steps to archive Microsoft Outlook items into a local data file (,pst) on your computer:

Open Mail configuration in Control Panel:

  • Windows 7/Windows 8 – Start > Control Panel > User Accounts > Mail
  • Windows XP – Start > Settings > Control Panel > Mail

In the Mail Setup window, click Data Files


Mail Setup

In the Account Settings window, Click Add

Account Settings

Ensure that the file type is set to .pst and give that file a name that makes sense to you, e.g. “Mail Archive”. Click OK

Create Archive

Back in the Account Settings window, click Close

In the Mail Setup window click Close

Open Outlook

  • In the left navigation pane there will be a new item called “Mail Archive”, or whatever you called the data file that you created. Right click this item and choose New Folder

Mail Archive

  • In the Create New Folder window, type Inbox in the Name box and click OK

Create Folder

  • Copy any items that you want to keep from your email Inbox into the data file Inbox that you have just created
  • Using the same steps as above, create new folders for any other mailbox items that you might want to keep (Sent Items, Drafts, etc.) and copy the items across from the respective mailbox folders.


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