Creating and Using an Outlook PST Archive File

Purpose

This guide explains how to create an Outlook Data File (.pst) to store archived emails, how to organize mail within the file, and how to safely store it on a network share for later access.

Because Outlook PST files are designed for local use, edits must be made from a local copy of the file. After changes are completed, the updated file can be returned to the network share.

Overview of the Process

1. Create a PST file on your computer.
2. Move emails or folders into the PST archive.
3. Close the PST file in Outlook (without deleting it).
4. Move the PST file to the network share for storage.
5. When updates are needed, copy the file locally again, make edits, and return it to the network share.

Part 1 — Create a PST Archive File

1. Open Outlook.
2. Click File.
3. Select Account Settings.
4. Click Account Settings again from the dropdown.
5. Open the Data Files tab.
6. Click Add.
7. Choose a location on your computer such as:

Documents\Outlook Files

8. Enter a file name such as:

Accounting_Archive_2024.pst

9. Click OK.

The PST archive will now appear in the Outlook folder list.

Part 2 — Create Folders in the PST Archive

1. Locate the new PST file in the Outlook folder list.
2. Right-click the root of the PST file.
3. Select New Folder.
4. Name the folder (example):

Invoices
Projects
2022 Archive

5. Click OK.

You may create additional folders as needed.

Part 3 — Move Emails into the PST Archive

Emails can be archived using either method below.

Drag and Drop

1. Select one or more emails.
2. Drag them to the desired folder inside the PST archive.

Move Command

1. Select the email(s).
2. Right-click.
3. Choose Move.
4. Select the folder inside the PST archive.

Part 4 — Close the PST File (Without Deleting It)

After you finish adding emails:

1. In Outlook, locate the PST file in the folder list.
2. Right-click the PST file name.
3. Select:

Close "Accounting_Archive_2024"

This removes the PST from Outlook but does not delete the file.

Part 5 — Move the PST File to the Network Share

1. Open File Explorer.
2. Navigate to:

Documents\Outlook Files

3. Locate your PST file.
4. Copy the file to the designated archive share, for example:
   1. \\tin.aih.com\AP\Archive
   2. \\tin.aih.com\AR\Archive

This location will store the archive for future access.

Part 6 — Editing the Archive Later

PST files must be edited locally to avoid file corruption.

Step 1 — Copy the File Locally

1. Browse to the archive share.
2. Copy the PST file to:

Documents\Outlook Files

Step 2 — Open the PST in Outlook

1. Open Outlook.
2. Click File.
3. Select Open & Export.
4. Click Open Outlook Data File.
5. Select the copied PST file.

The archive will appear in your Outlook folder list.

Step 3 — Make Changes

You may now:

• Add new folders
• Move emails
• Organize existing messages

Step 4 — Close the PST Again

1. Right-click the PST in Outlook.
2. Select:

Close ""

Step 5 — Replace the Archived Copy

1. Go to:
   

   Documents\Outlook Files

2. Copy the updated PST file or append the date of the change to the new file to maintain historical backups.
3. Paste it back into the network archive location.
4. Replace the existing file if prompted.

Best Practices

• Only one user should edit a PST file at a time.
• Always copy the PST file locally before opening it in Outlook.
• Always close the PST in Outlook before moving or replacing the file.
• Do not open PST files directly from the network share.

Troubleshooting

"File Cannot Be Opened"

Ensure the PST file is copied locally before opening it.

File Is In Use

Another Outlook session may still have the file open. Close Outlook and try again.

Support

If you encounter issues opening or updating the PST archive, contact the IT Service Desk.