Deploysrs Posted January 9, 2008 Share Posted January 9, 2008 I have allot of employees that need to hang onto e-mail for 2 years. How can I keep outlook 2007 PST file down under 3 gigs. I have a lot of employees that have PST files as big as 10 to 16 gigs. Is there any other way then Archiving in outlook? Does anyone know of any third party apps that can extract the e-mail and move it to a Hard drive folder but also be able to view if necessary. That way Outlook can stay under 3 gig mark but employees can still read old mail.I have been manually moving the e-mail to a folder on the hard drive but I was hoping there was a program that could do it for me automatically. Link to comment Share on other sites More sharing options...
PC_LOAD_LETTER Posted January 9, 2008 Share Posted January 9, 2008 Anyone feel free to correct me if Im wrong but AFAIK, the only way to reduce the file size besides File->Data File Management->2xClick on file->Compact Now (which never reduces the file much for me) is to reduce the size manually (clear deleted items/sent items/Junk/Drafts/Large messages/etc)I usually only keep around 6 months email in outlook at a given time. The rest are in separate PSTs.File->Archive.Select All Folders Set the date to 1/1/2005Browse and create pre2005.pstWaitFile->Archive.Select All Folders Set the date to 1/1/2006Browse and create 2005-2006.pstWaitFile->Archive.Select All Folders Set the date to 1/1/2007Browse and create 2006-2007.pstChange the names/remove the files from outlook in File->Data File ManagementCustomize # of month per file as needed. Files can be burned and stored on DVD (you can also add a password in File->Data File Management) I store mine one of our file servers.When you need an email from a certain time period, insert DVD, Open Outlook, File->Data File Management->Add->Browse->Wait Link to comment Share on other sites More sharing options...
Deploysrs Posted January 9, 2008 Author Share Posted January 9, 2008 Anyone feel free to correct me if Im wrong but AFAIK, the only way to reduce the file size besides File->Data File Management->2xClick on file->Compact Now (which never reduces the file much for me) is to reduce the size manually (clear deleted items/sent items/Junk/Drafts/Large messages/etc)I usually only keep around 6 months email in outlook at a given time. The rest are in separate PSTs.File->Archive.Select All Folders Set the date to 1/1/2005Browse and create pre2005.pstWaitFile->Archive.Select All Folders Set the date to 1/1/2006Browse and create 2005-2006.pstWaitFile->Archive.Select All Folders Set the date to 1/1/2007Browse and create 2006-2007.pstChange the names/remove the files from outlook in File->Data File ManagementCustomize # of month per file as needed. Files can be burned and stored on DVD (you can also add a password in File->Data File Management) I store mine one of our file servers.When you need an email from a certain time period, insert DVD, Open Outlook, File->Data File Management->Add->Browse->Wait Sounds like a plan... Thanks Link to comment Share on other sites More sharing options...
NukedWhale Posted January 10, 2008 Share Posted January 10, 2008 Do your employees need to access the emails from webmail? Link to comment Share on other sites More sharing options...
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