Viewing Archived Mail on the K Drive

16 September 2009

The PRL has the ability to archive extra mail from the server to one's K drive. This is a good resource as it backs up the extra mail nightly and frees the Exchange server from the burden of too much mail storage. Users no longer have to search through piles of old mail. Old mail may be referenced as needed.

From inside the Department, the "Archive Folders" should be visible in Outlook automatically.

Expand the folders by clicking on the little + sign.

Messages can be viewed, copied, or moved just as they would in any other folder. They can even be moved back to the server so that they are accessible from anywhere.

From outside the Department, one must first FTP the latest archive file to the computer being used. See How do I FTP to my "K" drive? for how to transfer files. Locate the archive.pst file from the K drive and copy it to the local computer. This may take some time as archive files could be many megabytes large.

After the download, locate the archive.pst file and launch Microsoft Outlook. In Outlook go to the "Data File Management" from the File menu.

Select "Add" to add the archive.

Find your archive.pst file and select it. Click OK.

Select the "Office Outlook Personal Folders File" option. Click OK.

It will list information about the archive file, click OK.

The "Archive Folders" should now be visible in Outlook like it is in the Department as above. Note that any email archived off campus will NOT be saved to the K drive and backed up. It is better to do all archiving inside the Department.