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  • Product: Virtual Office CS
  • Subject: Export

Minimize disk space used by Microsoft Outlook

Follow these steps to reduce the disk space used by Microsoft Outlook.

Compact the Outlook data file (or PST)

Outlook stores data in PST files. If you delete items (such as email messages or appointments) from a PST file, the size of the file doesn't change until you compact the file.
note
Depending on the size of the PST file, it might take several minutes to compact the file. We recommend compacting PST files every 1 to 2 months.
  1. In Outlook, select the
    File
     tab, then
    Info
    .
  2. Select
    Account Settings
    , then
    Account Settings
     again.
  3. Select the
    Data Files
     tab, then the data file you want to compact, and
    Settings
    .
  4. Select the
    Advanced
     tab, then
    Outlook Data File Settings
    .
  5. Select
    Compact Now
    .
  6. When the process finishes, select
    OK
    .

Empty the Deleted Items folder

When you delete items in Outlook, they go into the Deleted Items folder by default. You can set up Outlook to delete these items automatically, or you can manually delete them.
To empty the Deleted Items folder automatically:
  1. In Outlook, select the
    File
     tab, then
    Options
    .
  2. Select
    Advanced
    .
  3. In the Outlook start and exit section, mark
    Empty Deleted Items folders when exiting Outlook
    .
  4. Select
    OK
    .
To empty the Deleted Items folder manually:
  1. In Outlook, select
    Mail
     in the folder list.
  2. Right-click the
    Deleted Items
     folder and select
    Empty Folder
    .

Move inactive Outlook items to an archival data folder

You can create an extra, archival Microsoft Outlook data file (called a PST file) to limit the size of your active PST file. You can then back up old items such as email messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents in the archival PST file.
note
If your firm is paying for extra production storage space, you might be able to save money by moving older items to archival PST files and storing the files on the archive storage drive. For pricing details, sign in to NetStaff CS, select
Help
 in the Home Dashboard, then
Pricing information
.
Follow these steps to create an archival PST file.
  1. In Outlook, select the
    File
     tab, then
    Info
    .
  2. Select
    Account Settings
    , then
    Account Settings
     again.
  3. Select the
    Data Files
     tab, then
    Add
    .
  4. In the Create or Open Outlook Data File window, enter
    W:\MSOFFICE_ARCHIVE
     as the path for the PST file.
  5. Enter a name in the
    File name
     field.
    tip
    Choose a name that indicates the PST file includes archived items; for example, include
    archive
     in the file name. If multiple people will create archive PST files in this location, customize the file name to refer to the creator; for example,
    Jsmith_archive.pst
    .
  6. Select
    OK
     to create the PST file.
  7. In the Create Microsoft Personal Folders window, you can specify a unique name for the PST file and set a password. It’s helpful to give the PST file a recognizable name (such as Jsmith_archive) because the name will appear in various lists within Outlook. Select
    OK
     when you’ve finished making changes
  8. Select
    Close
     in the Account Settings window.
The new PST file displays in the Outlook folder list. You can select messages or folders and drag them into the archive PST file.

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