We can free up the space on the e-mail server by moving it to a personal folder that we created for the project. Next, we can customize the options for the folder. Right-click the personal folder, click Data File Properties , and then click Advanced. Here, we can change the name that appears in the folder list, or click here to password-protect the data.
If your folder contains a lot of files and attachments, you can click here to compress the file to a smaller size. Also, note the path and file name.
You can use this information to locate the file, if you want to move or copy it. So, with your email and other mail content available in a file on your computer, you can do things like send copies of it to others on your work team, or use it when you change e-mail accounts.
More about that in Movie 3: Move email to a different account. But before we do, let's look at another use for personal folders and Outlook Data Files archiving. Table of contents. Next: Password protect your mailbox. Outlook training. Click HOME. The Outlook Data File is added to the folder list as a personal folder. Now, we can add regular folders to it to organize our content. And we'll add a few more. You can move content to a folder by dragging and dropping items from the e-mail list.
To copy items, hold down the Ctrl key and then drag and drop. Click OK and OK. Need more help? If you don't know whether you're using a Microsoft Exchange Server or a Personal Folders file, you can check your default delivery location. Figure 3. If you're using an Exchange Server, you can still specify your delivery location to be your Personal Folders file, but doing so will remove all Outlook items from the server.
Check with your system administrator before changing your default delivery location from your Exchange Server to a Personal Folders file. Doing this can prevent some server-side content scanners and antivirus products from scanning your email.
It can also prevent you from viewing your messages using Outlook Web Access. Outlook's user interface is designed to show you only the types of items you're interested in based on the type of folder you choose. When you select Mail in the Navigation Pane, Outlook shows only folders that contain mail items in the folder list see Figure 3. You can select other types of folders, such as Calendar, Tasks, or Contacts, by clicking their banners in the Navigation Pane.
Below the banners, you'll find buttons for Notes, the Folder List, and Shortcuts. By default, the Journal icon is hidden. Click the Configure Buttons icon at the bottom right of the Navigation Pane it looks like a small down arrow and then select A dd or Remove Buttons to control the look of your Navigation Pane. If you're part of a large corporate network, you might use a Microsoft Exchange Server to store your mail.
An Exchange Server offers several benefits. It serves as a central location for all messaging items, it's usually backed up on a regular schedule, and it can provide the capability to share Outlook folders with other individuals on the Exchange Server.
An Exchange Server also offers a public folder message store that's accessible to anyone who has an account on the Exchange Server as well as a Global Address List.
As you saw in Figure 3. If your account type is Microsoft Exchange, you're using an Exchange Server. Otherwise, you're using a Personal Folders file. The growth and availability of high-speed Internet access and popularity of digital cameras have greatly increased the amount of data people want to store in their email.
When Aunt Irma gets her new digital camera and sends you daily pictures of her cat, you can easily consume multiple megabytes' worth of space in your Personal Folders file or Exchange mailbox. PowerPoint presentations may be more than 50MB if they contain a large number of pictures. To keep email access relatively quick and keep network administrators happy, both Personal Folders files and Exchange mailboxes can have storage limits.
Outlook introduced a warning message when a Personal Folders file reached 1. Although the official limit for a Personal Folders file was 2GB, the functional limit was actually 1. A Personal Folders file that grew much beyond 1. If you can no longer access your Personal Folders file, see "Errors in Personal Folders Files" in the "Troubleshooting" section at the end of the chapter. Outlook supports the same two Personal Folders file formats as Microsoft Outlook The standard format is an Office Outlook Personal Folders file that supports multilingual Unicode data.
This type of Personal Folders file can grow to around 33TB yes, that's terabytes. The legacy Personal Folders file format compatible with Outlook 97— still has a size limit of 2GB. Even though the storage limit is large for the standard Personal Folders file, it still isn't wise to store very large amounts of data in one Personal Folders file. Versions of Outlook prior to cannot access the standard Outlook Personal Folders file. If you need to share data between Outlook and a version of Outlook prior to , be sure to store your data in an Outlook 97— compatible Personal Folders file.
When creating a new Personal Folders file, your system administrator might dictate the maximum allowable size. For example, when your system administrator performs an administrative installation of Outlook , the default size limit for a Personal Folders file is 10GB.
The system administrator can change this size limit. In addition to storing Outlook items in a Personal Folders file, Outlook uses several other locations to store information. Other Outlook information, such as exported rules and toolbar customizations, is stored in files found on your hard drive.
For more information on rule storage, see "Creating Rules," p. For more information about toolbar customizations, see "Customizing Command Bars," p. I would like to receive exclusive offers and hear about products from InformIT and its family of brands.
I can unsubscribe at any time. Pearson Education, Inc. This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site.
Please note that other Pearson websites and online products and services have their own separate privacy policies. To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:.
Also, we are not responsible for access configuration or software updates in your company. Contact your company support team and install latest updates before asking questions. We use cookies to personalise content and ads, to provide social media features and to analyse our traffic. Creating other Contacts folders Outlook In addition to providing its default Contacts folder, Outlook allows you to use multiple contacts folders to organize your contacts easily.
To create a new folder for storing contacts, follow these steps: 1. Failed to send the question.
0コメント