Create “Personal Folder”

Personal Folders are folders where your email can be saved on our hard disk or on another server (eg Microsoft Exchange Server).
A personal folder is a file with the extension “.Pst”.
A personal folder is used to store some files which no one other than you and possibly a delegate can open.
In order to create a Personal folder, select “File” – “New” – “Outlook Database” in the menu bar.
This opens the dialog

If you have a Microsoft Exchange Server, this option is also offered in this window.
Since I do not have this choice , it is not available.
Click OK.
This opens a new window in which we determine the location of our directory, and our folder name.
Click OK
In the next window, give a name to the folder just as you would want it to appear in the folder list.
We can use encryption if necessary, possibly with a password.

Click OK.
When you choose the folder list in Outlook, you see that the folder you just created is added to our list.
And the “Deleted Items” folder is added.

We can now add items from other folders in Outlook, to our personal folder by clicking and dragging.
To close the Personal folder, right click, and choose te name of the folder to close.
To open the folder, choose “File” – “Open” – “Outlook Database” in the menu bar, select the folder and click “Open”.
To delete a personal folder that you first close the folder and then close your Outlook.
Then navigate in Windows Explorer to the folder where you saved the Personal folder.
You select the folder, and click the “Delete” button on your keyboard

Auto Archiving Folders

When we recive an e-mail, this is opened in our PC.
All these messages and attachments are stored in the file with the default name Outlook.pst.
This “.pst” file contains all of our Outlook folders (Inbox, Calendar and Contacts).
A “.pst” file has the advantage that we can compress files in this folder.
And since all folders become full sometimes, we need to compress them.
We can do this for the data in the “.pst” file from time to time, by archiving.

When AutoArchive items are copied to the archive.
With AutoArchive, you can also set a schedule and archive multiple folders at the same time and at the same interval.

In order to set “Auto Archiving”, right click on the folder and choose “Properties” from the pop-up menu.
This opens the “Properties …” dialog.

Choose the “AutoArchive” tab.
In this tab we have three options:

1. Do not archive items in this folder
2. Archive items in this folder using the default settings
3. Archive this folder using these settings.

When you choose the second option, it opens the AutoArchive window.
The choices you make in this window should appear quite clear to me.
Click OK when completed.
When you choose the third option you must enter settings about the same as the second option, with the difference that, when you choose the second option, it can be applied for all folders, and the third option does not have this choice.

In Outlook 2000 you can only enter the properties for each folder, not all folders.
If you want to do that for every folder you have click “Tools” – “Options” in the menu bar and select the “Other” tab.
Click the “AutoArchive” with the default settings to set the archiving of all folders.

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