How to create personal folders
It is best practice to create a new personal folder for each year of correspondence (2007, 2008, 2009, etc). This method will allow you to easily locate any relevant emails from a particular date and time.
Personal folders should be stored on the P:\ drive to keep the size of your personal data on your U:\ drive within the quota limits.
The naming convention for personal folders is a new standard for all Division Staff, you will be required to name your archive files with the following convention:
<userid><year>.pst (For example Joe Blogg's personal folder will be named bloggj2008.pst)
Folder size: Please be aware that storing and constantly accessing large personal folders over the network can cause problems as they may become unstable and risk corruption when increasing in size.
BUE-IT recommends keeping your personal folders to a manageable size which is well under 2GB (2048MB). By storing only the essential emails (or most recent) on a network drive to be backed up by the servers.
Splitting a large personal folder into smaller more manageable personal folders will reduce the impact and risk of corruption. Burning old personal folders that you do not access frequently to DVD/CD for future reference is a safe and easy way to additionally minimise risk of corruption.
Creating your personal folder
- Open Microsoft Outlook
- Select File, New, New Outlook Data File
- Select Office Outlook Personal Folders File (.pst)
In the window Create or Open Outlook Data File, change the Save In field to your P:\ drive and name the file with relevance (username2008.pst - see information regarding naming convention above)
Name the Personal Folder with a relevant name (2007 Emails, 2008 Emails, etc) and click OK
Once the personal folder has been created, you can select and drag your emails from your Inbox into your personal folder for filing.