Move Mail Off the Server and into Personal Folders
Outlook | Computer Training | DoIT

You can delete mail from the server while keeping a copy of the message for your use. This involves moving message to Personal Folders that you create. This is a little confusing because at first look it seems as if the messages are still on the server. Rest assured, however, that once a message is moved into a personal folder, it is removed from your Inbox on the e-mail server and no longer counts toward your space limit.

Note: Personal Folders must be installed in Outlook. If they have not been previously installed, call the Help Desk, x6460, to have a technician install them on your computer or read the instructions here. You can check to see if they are installed by:

1. Look at the list of folders on the left side of the Outlook screen. If there is no list of folders, click View | Navigation Pane to show the list.

2. Within that list should be an entry called Personal Folders. If it is not there, call the Help Desk and ask that a technician come and install Personal Folders in Outlook (or read the instructions here and install them yourself). Here is an example of a Personal Folders folder list:

3. With Personal Folders installed, you can move messages from your Inbox to folders within the Personal Folders. This has the effect of moving messages from the e-mail server to your own computer. Once they have been moved, you will only be able to access them by opening Outlook on your computer--the messages will no longer be accessible through the web interface.

4. The trick to keeping Outlook organized is to store similar messages together in separate folders. For example, if you receive a lot of messages on a similar topic, then you might want to create a folder with that topic name and move messages into that folder. Some people at Roosevelt have tens of folders, while a few people have more than 50 folders. You'll have to determine what works best for you. Click here if you would like information on how to create a folder.