Software

How do I... Archive Outlook e-mail without a PST file?

Introduction

Organizations and employees, of course, are increasingly dependent upon e-mail. From correspondence with customers and clients to strategic communications with colleagues, vendors, suppliers and others, e-mail has become a business critical application. Information technology departments have responded accordingly. Back-end e-mail servers are often well-hardened, run on dedicated systems and feature intricate remote or offsite backups. But an age-old problem remains: how to effectively store old e-mail while maintaining accessibility to those messages.

Microsoft's answer has been the PST (Personal Storage File) file and an intricate archiving dance. Redmond uses the PST file to store Calendar items, e-mail, Journal entries and Tasks on local Windows workstations. Users, meanwhile, are responsible proper archiving (which requires specifying archive periods, file locations, folder and subfolder locations, etc.).

Thankfully, there's an effective alternative to archiving Outlook e-mail using only PST files.

Just use folders.

This gallery is also available as a TechRepublic download and as a TechRepublic article.

About

Erik Eckel owns and operates two technology companies. As a managing partner with Louisville Geek, he works daily as an IT consultant to assist small businesses in overcoming technology challenges and maximizing IT investments. He is also president o...