Note: This is an instructional guide on using Microsoft Outlook's mail archive tool for Windows machines. If you are using a Mac machine instead, please refer to this guide.

Exporting vs Archiving

Exporting and Archiving although related, serve different purposes, please read below and see which best applies to your needs;

• Archiving Emails: typically means moving them out of your inbox and into a separate folder or archive. This helps declutter your inbox without permanently deleting the emails. It's like organizing your emails for future reference without removing them from your email account. 
  
  
• Exporting Emails: involves creating a copy of your emails and saving them as a file, often in a specific format (such as .pst or .mbox). This file can be stored on your computer or another storage device. Exporting is useful when you want a backup of your emails or if you plan to move them to a different email service. 

Archiving Email

For archiving instructions, please see the Archive Items Manually guide.

Export Instructions

Note: The following instructions are for Microsoft Outlook for Office 365. If you are using an earlier version such as Office 2016 or prior, please consult this guide instead.

By default, Outlook for Windows is set to download all emails within a 1 year time frame. If you want to back up every email on your account, you will need to change this setting from 1 year, to 'All' as seen below.

File > Account Settings > Account Settings > Select the Exchange account > Change > Move the slider to the right hand side > Next > Finish.

Note: After completing this step, you will need to ensure that all emails have finished downloading before proceeding. Please see below

You will see the following message when folders are updating

You will see the following message when all folders have finished updating

Creating the archived file (.PSTfile)

1. At the top of your Outlook ribbon, choose 'File'.
   
   
2. Next, select 'Open & Export', then from the expanded menu, select 'Import/Export'.
   
   
   
   
3. The Import and Export Wizard will open.
   
   From the list, select 'Export to a file', then select 'Next' to continue.
   
   
   
   
4. Select 'Outlook Data File (.pst)', then select 'Next'.
   
   
   
   
5. Select the name of the email account or folder to export; only information for one account can be exported at a time.
   
   Make sure that the 'Include subfolders' checkbox is selected; this ensures everything will be exported such as your Calendar, Contacts, and inbox folders.
   
   
   
   

   If you only want to export or backup emails before a certain date you can setup a filter as follows:

   select 'Filter', then select the 'Advanced' tab

   Click on 'Field', then select 'Date/Time fields' and select 'Received'.

   Set the 'Condition' according to the date range that you want to filter the emails for inclusion in your backup exported file.

   Select 'Add to List'

   Click on 'Field', then select 'Date/Time fields' and select 'Sent'.

   Set the 'Condition’ according to the date range that you want to filter the emails for inclusion in your backup exported file.

   Select 'Add to List'

   Select 'OK' 

6. Choose 'Next' when you are ready to continue.
   
   
7. Click 'Browse' to select where to save the Outlook Data File (.pst). 

   The best place to save the .pst file when using a Digital Services-managed Windows workstation may change from time to time. Please visit the Where should I store an Outlook archive PST file that I want to open in Outlook? knowledge article for the preferred location to save .pst files.

    
   Enter a file name. then choose 'OK' to continue.
   
   
   
   Note: If you've used export before, the previous folder location and file name appear. Type a different file name before choosing 'OK'.
   
   
8. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.
   
   Once you are satisfied, select 'Finish'.

Note: Depending on the size of your selection, this may take up to five minutes to import.

Importing a PST file vs Opening a PST file

The key difference with importing and opening a PST file is as follows:

• Importing: Importing a PST file, places all the exported emails back into your Deakin Email. This is useful for recovering files and placing them back into their original folders.
• Opening: Opening a PST file, opens the file as a separate section in your Outlook called 'Outlook Data File'. Any changes made to the emails inside the 'Outlook Data File' does not reflect your inbox. This is useful when you need to archive old emails which you still require and in creating more space for your Outlook.

Import a PST File

If you've previously exported an Outlook Data File (.pst) and wish to open it, follow these steps.

1. At the top of your Outlook ribbon, choose 'File'.
   
   
2. Next, select 'Open & Export', then from the expanded menu, select 'Import/Export'.
   
   
3. The Import and Export Wizard will open.
   
   From the list, select 'Import from another program or file', then select 'Next' to continue.
   
   
4. Select 'Outlook Data File (.pst)', then select 'Next'.
   
   
5. Browse to the .pst file you want to import.
   
   Under Options, choose how you want to deal with emails and contacts, then select 'Next'.
   
   
6. If a password was assigned to the Outlook Data File (.pst), enter the password, and then click 'OK'.
   
   
7. If you're importing the contents of your .pst file into your Microsoft 365 mailbox, choose that mailbox here.
   
   If you're NOT importing into your Microsoft 365 mailbox, choose 'Import items into the current folder'. This imports the data into the folder currently selected.
   
   
8. Choose Finish. Outlook starts importing the contents of your .pst file immediately. When the progress box disappears, the import is finished.
   
   If you're importing your .pst file to your Microsoft 365 mailbox, you may see a message that it's trying to connect with Microsoft 365. This happens when the Internet connection is interrupted, even for a moment. Once your Internet connection is re-established, Outlook will continue importing the .pst file.

Note: Depending on the size of your selection, this may take up to five minutes to import.

Open a PST file

1. Open Outlook
   
   
2. At the top of your Outlook ribbon, choose 'File'.
   
   
3. Then select 'Account Settings'
   
   
4. Then 'Account Settings' again from the drop down
   
   
5.  From the 'Account Settings' window that appears, select 'Data Files' from the tabs at the top.
   
   

Click on ' Add....' and navigate to the location of the PST file you would like to open, select it and click OK.

This will now add the Data file to the Emails section of your Emails for your viewing.

Select Emails for deletion from the Active Mailbox using the 'Search' Function

If you are exporting emails because your mailbox is full, you will still need to delete the original emails from the server. You can filter emails based on date using the search function:

 

1. Select the mailbox that you want to delete the emails from
   
   
2. Place your cursor in the search field at the top of the outlook window and ensure that 'current mailbox' is selected in the dropdown menu, then click on the down arrow at the far right of the search field to open the "Advanced Search "options.
   
   
   
   Hover your cursor over the calendar icons in the 'Received' field; this will bring up a down arrow which you can click on to display the calendar
3. Enter the 'After' date in the left-hand field and the 'Before' date in the right-hand field. You can also enter the date directly into the fields using dd/mm/yyyy format
   
   
   
   
4. Select 'Search'
   
   
   
   
5. The 'Results' will now populate, and you can select the emails for deletion as appropriate.