Store the Microsoft Exchange Server folder locally on drive

[Alex (Valexer)]

Hi,

My Outlook 2007 is connected to Microsoft Exchange Server.
We've been provided with 600MB for mailbox only, so my mail storage got full
pretty soon.

Getting "you mailbox is almost full" notifications from the Server is pretty
annoying so I thought of a possibility to store some mail folders locally on
my hard drive avoiding taking space on the mail-server side.
Unfortunately, I have failed to find a way to do it myself.

So, the question is:
Is it possible to store an Exchange Server folder locally?

For example, I have a folder named "Reports". It is stored on the server. I
do really use the mails from this folder so it is not an option for me to
save it as a *.pst and forget about it. I'd like to move it to local
drive, clean this folder on the server (to free space), but still have this
local-drive folder displayed in the list of folders in Outlook.

P.S. I've read of Personal Folders that are stored locally, but I don't see
any Personal Folders in the Outlook on my machine.
P.P.S. I thought of adding a screenshot to this post, but looks like it is
not possible here

Thanks in advance,
Alex

 

[Roady [MVP]]

You're saying that you want to use a Personal Folders file but not a
pst-file? That is the exact same thing.
File-> New-> Outlook Data File...

Your mail admin could have disabled the use of pst-files though. If that is
the case, ask him/her about your company's policy for saving archived
messages.

 

[Alex (Valexer)]

Thank you, Roady.

Sorry, maybe I wasn't clear enough.
By saying the .pst would not do I meant that I could "export" my mail foder
to a *.pst file (File->Import and Export->Export to a file->Personal Folder
File (.pst) )
But once a I have it backed up to a pst that way, I still can't add it to
Outlook folder list without uploading it back to the server (parhaps, I'm
missing something and it there's a feature in Outlook I'm not aware of). So I
just have a .pst file on my local machine. Is it possible to see this *.pst
folder in the folder list and work with it like with a usual folder (ok maybe
it won't be connected to Exchange Server)?

Concerning the "Personal Folders" I meant there was no expandable list for
these folders in Outlook. So it is just missing.

Anyway, I'll talk to our admin. Will let you know what he says.

Thanks,
Alex

 

[Alex (Valexer)]

Hi Roady,

Thank you for your reply

You really pushed me in the right direction with File->New->Outlook Data
File...
I'm sorry to say I wasn't aware of this feature. Anyway, that's why I ask
questions here. Learining every day

When I was talking about the *.pst file I meant the backup functionality
(Import or Export item from File menu).

Thanks for help!

Alex

 

[Roady [MVP]]

You're welcome and there is no need to apologize for asking a question ;-)

The native database format is a pst-file. These are indeed also used for
exporting and archiving but are generally known as a Personal Folders File,
Personal Storage File or simply Outlook Data File; it's all the same thing
;-)

The native format of Outlook for individual items is a msg-file.