Reducing the amount of used disk quota on the Exchange e-mail server
There are two ways of reducing the amount of Exchange e-mail disk usage. Both
involve saving a number of messages to a different storage area and then
deleting the original messages. The first method is called archiving,
the second is called backup (also called Import and Export). However,
both methods involve creating a external file containing the desired
messages. The way the external file is created differentiates the
two procedures. Both methods require the use of Outlook. In
either case, the messages of a single folder are copied to the external
file; individual messages cannot be saved (unless it is the only message
within a folder. Hence, the desired messages should either already
be in a single folder or be moved to a single folder for the preserving
procedure. However, neither method can be used through OWA.
Because the archived or backed-up messages are preserved in a file external
to Outlook which is deposited on some specific disk, it is absolutely
necessary that Outlook (and the system supporting Outlook) have
access to that external file. Hence, it is not possible to archive
messages onto the hard disk of an office computer and be able to access
those same archived messages on a home system--unless, of course, the
archived messages are copied onto a disk and carried to the other system.
The advantage of the Archive process is that the archive messages can
still be accessed without any change in disk quota usage. The
disadvantage is that access to the archive file must be made through
the same system where the archive file is deposited (unless a copy of
that file is made on the other system by means of carrying a copy of
the file to the second system).
The advantage of the Backup process is that the folder preserved in
the eternal file can be imported back into your Exchange account so that
the messages can be accessed through other means, like OWA. The
disadvantage is that the imported messages are again charged against
your usage of Exchange e-mail quota.
Folder Archive Procedure
Archiving the messages
In Outlook, move to a common folder the messages to be archived.
Use File > Archive.
Select the folder to be archived. [Clicking the corresponding "+" expands
the list of subordinate folders; clicking the corresponding "-" hides
the subordinate folders.]
Click the Browse button to indicate the destination (the name of
the external export file as well as the disk on which to save it:
I-drive, S-drive, or even a diskette). You may create a new
folder if desired.
Click OK to create the new archive file at the indicated destination
with the indicated name. The file suffix must be .pst in order
to retrieve the archived messages later. The archived messages
are moved (i.e., copied to the eternal file and then deleted from
Exchange, thereby reducing the usage of the Exchange e-mail quota.).
Retrieving Archived Messages
In Outlook, locate the "Archived Folders" icon and
select it.
Locate the desired archived folder. [Click "+" to see
subordinate folders; click "-" to hide subordinate folders.]
Click the desired archived folder and the list of archived messages
will appear.
Messages within the archived folders can now be read, deleted, or
moved to another folder in the usual manner.
Folder Backup Procedure
Creating the backup
In Outlook, move to a common folder the messages that are to be
backed-up.
Use File > Import and Export.
In the "Choose an action to perform" window, select "Export
to a file" and click Next.
In the "Create file of type" window, select "Personal
Folder file (.pst)" and click Next.
In the "Select the folder to exported from" window, locate
the desired folder. [Click the "+" to see the subordinate
folders; click "-" to hide subordinate folders.]
Select the desired folder. Click the checkbox next to "Include
subfolders" if you want all subordinate folders as well and
the selected one.
Click Next.
In the "Save exported file as" window, indicate the destination
of the exported file (which will be created). The suffix .pst will
be automatically added. Click the Browse button if you want
to create a new folder in addition to indicating the destination
path of the exported file.
In the Options section, indicate how duplicate items should be handled.
Click Finish.
In the "Create Microsoft Personal Folders" window, you
can indicate the name of the personal folder which will be the name
of the "superior" folder to which the exported folder will
be subordinate. It is suggested that no encryption be
made on the exported file. It also suggested that no
password be applied to the exported file. (While a
password-protected file will prevent others from accessing the messages,
you will be unable to access them yourself if you forget that password.)
Click OK.
From the Outlook folder list, delete the folder that was exported. Then
empty the Deleted Items folder. Your e-mail disk usage will
be reduced by the amount of the exported messages.
Importing Backed-up Messages
In Outlook, select the folder to contain the imported folder.
Use File > Import and Export.
In the "Choose an action to perform" window, select "Import
form another program or file" and click Next.
In the "Select file type to input from" window,
select "Personal Folder file (.pst)" and
click Next.
In the "File to input" window, click Browse, locate the
file to import, and then click Open (or double-click the name of
the desired file).
Back again in the "File to input" window, select the desired
backup folder to retrieve. Click the "Include subfolders" checkbox
if the subordinate folders are desired.
In the Option section, indicate how duplicate items are to be handled.
Indicate the destination of the imported folder: "In current
folder" is suggested since it was selected in step 1.
Click Finish.
The amount of used disk quote is now increased by
the size of the imported folder.
