How to create personal folders in Outlook 2010
It is best practice to create a new personal folder for each year of correspondence (2010, 2011, 2012, 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 Outlook and Select File
- Select Account Settings
- Select Account Settings again
- Select the Data Files tab
- Select Add
- Navigate to the P: Drive (or your drive containing your psts)
- Name your PST (in the File name: field)
- Click OK
- Select Close
Once the personal folder has been created, you can select and drag your emails from your Inbox into your personal folder for filing.