Outlook 2010 Question

Here is what is going on. Currently my work uses outlook 2010, and limits our folder size to 255MB I believe.

Is there anyway for me to create folders in my outlook, where they are stored on the notebook harddrive, and not on the work server? I know there used to be a way with past outlooks, but it's been so long I forgot how to set that up. I get annoyed with the "You mailbox is over the size limit" messages.

I thought All I needed to do was create a personal PST file/data file, which I did. I then moved some of my older folders, which I don't really need right now into that. Things from last year.

But here is the thing, I use the Outlook search all the time and need to be able to pull these emails up in a search. I thought setting up another PST would do that. I checked my folder info, and the size limit was down to around 158MB. But when I got in this morning, I got another size limit message. Any helps would be appreciated. I'd like to be able to keep the emails and have them searchable in Outlook.

Here is what I'm working with.

 

Not sure how different it is in 2010, in 2007 you can do it using Tools -> Options -> Other -> AutoArchive

 

You could try installing Windows Desktop Search and making sure to index the locations where the PSTs are located.

 

Can't install anything as it's a pretty locked down system. Plus I want to have it readily available from Outlook it's self.

NEM, I'm guessing I'm not really getting how Auto Archiving works. When it pops up and asks me to Auto archive, I say yes, but it doesn't seem to make a difference.

 

Hmmm to tell you the truth I don't use archive much. It's my understanding that it moves your old items to a separate file. Not sure if you can tell it to create a new file every 256MB though.

 

Anyone else have some suggestions? Surely somone else uses Outlook 2010 for work or something... Anyone else deal with Server Limits on other Outlook applications?

 

Couple things to check, I still have 2007 so I can't say for sure.

One is if you do use an archive you can go in and compact it to save space.

Also is there one or two emails that have very large attachments possibly that keep downloading from the server?

Also you have the right idea of setting up a new Data File (.pst) of your own to move files to and it should work. And also it should still search that as well if you search All Items.

Again just some ideas.

 

As stated already, and you were on the right track, creating a new pst file for what you wish to keep should allow you to keep it all and not affect the quota. At least that is how every intention of its use is meant to work.

The new pst file should reduce the amount of mail stored on the mail server, used to store my pst files in My Doc's for example and never had a quota issue.

Home -> New Items -> More Items -> Outlook Data File then name and ok - not that this should be different in any way from doing the same through account settings.

 

Your emails go through a MS exchange server. The data is located on the server and its sync'd to the client devices (your notebook).

Even if you created a new PST file locally, your storage quota on the server is still full. Thats why your getting email alerts from sysadmin.

Set up autoarchive so it moves your old emails to a separate .pst file locally, every x amount of days. This should free up your inbox quota.

EDIT: see below for more info on setting up autoarchive, inbox archiving is disabled by default.

http://www.howtogeek.com/howto/17877/how-to-manage-autoarchive-in-outlook-2010/

 

Technology Assistant: Steps to manually Archive items in Outlook 2010
IS this how you setup the archives DR650SE?
Back in the 2007 days the issue the users had was finding the correct archive file to search in (assuming multiple archives). Also tell the admins that you absolutely need you inbox size increased to at least 1 GIG for productivity reasons.

 

Thanks guys, I'll give that a shot. Right now I'm not sure what the Archive settings are. I think I was under the impression that the Archive would make it so I was unable to search the emails, but it does't sound like thats the case. Flipfire, it sounds like what your saying is right.

Josea, I was actually thinking about why we don't have 1GB limits to begin with. 1GB really isn't that much per person but would be a huge help with outlook. Unfortunately I work for the government, and they pretty much won't budge on issues like that.