How to Free Up Storage Space in Microsoft Outlook

Have you ever had your Microsoft Outlook Inbox so full that you were not allowed to send emails because you had exceeded your storage capacity? This article will show you how to create a Personal Folder File on your local hard-drive so you can drag emails into that folder and free up space on the email server.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Personal Computer
• Microsoft Outlook Application

1. Open Microsoft Outlook by clicking on the Microsoft Outlook icon.
2. In the upper left hand corner click on the black drop-down arrow next to the menu entitled “New”. When the dropdown menu opens, scroll to the bottom and click on “Outlook Data File.”
3. A new window will open that says “New Outlook Data File”. Click on your version of Microsoft Outlook (either Office Outlook Personal Folders File (.pst)-(this version is not compatible with Outlook 97-2002 )or Outlook 97-2002 Personal Folders File (.pst). Select your version and click “OK”.
4. A new window will open asking you where you want to create this file. Check with your local Information Technology staff for local policies. By clicking on “My Documents” Folder in the left side of the window you will be electing to store the file on your local hard drive. If local policy allows, select “My Documents”. Then under the window entitled “File Name”, name the file something that you will remember, such as “My Personal Folders File”. Under “Save As type”, ensure “Personal Folders File” is selected, then click “OK”.
5. The next window will ask you to specify a name for the folder. Specify a name you will remember, such as “My Personal Folders File.” Encryption and password settings can be applied if desired. Check with your local Information Technology staff to determine if this is required and allowed. Click “OK”.
6. After this, go back to MS Outlook and look on the menu on the left hand side of the window. Scroll down until you see the name of your Personal Folders File. You can drag old emails into this folder and they will then be stored in your “My Documents” Section of your hard drive. This should free up storage space on email servers.

Tips & Warnings

• In step 4, I recommend writing down the name of your folder for future reference until you get used to looking for it.
• If you decide to create additional folders at a later date, you may want to name them something different so you can differentiate between them.
• In step 2, to create a new Outlook Data File, make sure to click on the black dropdown arrow, don’t click the word “new” or this will open a new mail message).