Charles Sturt University
Charles Sturt University

Archiving

At CSU, the server for staff email only has a limited amount of space. As a result, each staff member has a maximum quota for email storage on the server. If your email exceeds this quota size, your mail services will become restricted and eventually no email will be accepted for your email address. Depending on the group you are in, your quota is as follows:

Outlook Mailbox Size Quotas for CSU Staff
 WarningStop SendStop Receive
Casual615 megabytes (0.6GB)768 megabytes (0.75GB)922 megabytes (0.9GB)
Staff2867 megabytes (2.8GB)3072 megabytes (3GB)3277 megabytes (3.2GB)
Exec4608 megabytes (4.5GB)5120 megabytes (5GB)5325 megabytes (5.2GB)

When the amount of email on the mail server reaches the quota, you need to remove the emails to another location. This process is called archiving.

For any email correspondence, please make sure that you adhere to the CSU records management policy. For information about records management at CSU, please visit www.csu.edu.au/division/vcoffice/ogca/compliants-and-records/records-management.

For any email that is not a requirement for our records management system, DIT recommends that these old emails be moved off the mail server on to a file on your computer, and a copy of these burnt to CD for  your backup requirements. The following is a step by step guide to archiving  your old email to a PST file stored in the D: Drive on your computer.

Identifying how much room you are using on the mail server

     
  1. Before you archive to a PST file, you need to know how much room you are currently using on the exchange servers
  2. IN OUTLOOK 2013 - open Outlook, click the right mouse button on 'inbox' in the left hand side menu and select 'Properties'. In the General tab, click on the 'Folder Size...' button
  3. IN OUTLOOK 2007 -  open Outlook, click the right mouse button on the mailbox – your name and select  "Properties for Mailbox – Your Name". On this screen click on the button "Folder Size..."
  4. The next screen gives you an overview of the size of your mailbox and  where items are stored

Most people at CSU are in the group STAFF and as a result will get email notifications about being close to quota when the total size (including sub-folders) is 2867 megabytes (2.8GB). You must reduce your email to below this figure to ensure continuity of your email service.

Archiving old emails to PST file

To create a PST file in Outlook:

In Outlook 2013
  1. Click on the 'Home' tab across the top of the screen and select the 'New Items' button. Scroll down the list, select 'More Items' and 'Outlook Data File'
  2. In the 'Create or Open Outlook Data File' screen, navigate to My Documents\Outlook Files (if this folder does not exist, create it). Call the file something that will make sense to you when you are looking at this folder (e.g. your CSU username October 2009.pst)
  3. In your Mail Folders list in Outlook, you should see an entry with the name you specified in the previous step. Click the arrow at the start of the name to expand it. This file behaves in a similar way to your mailbox entry above it, you can create sub-folders and drag emails or entire folders to this group
  4. Move the email you want to archive to the newly created PST file. Check to see that your email is now under the quota and when you are happy with the result, you will need to make a copy of the PST file in case your hard drive corrupts
In Outlook 2007
  1. Click File, then New and select Outlook Data file
  2. On the next screen, make sure file type  'Office Outlook Personal Folders File (.pst)' is selected and press OK
  3. In the 'Create or Open Outlook Data File' screen, navigate to My Documents\Outlook for Outlook 2007 (if this folder does not exist, create it). Call the file something that will make sense to you when you are looking at this folder (e.g. your CSU username October 2009.pst)
  4. In the 'Create Microsoft Personal Folders' box that appears, change the name from Personal Folders to the same name you called the file as in the above example. Confirm the format type is 'Personal Folders File'. Leave the password field blank and press OK
  5. In your Mail Folders list in Outlook, you should see an entry with the name you specified in the previous step. Click the plus sign next to this to expand it. This file behaves in a similar way to your mailbox entry above it, you can create sub-folders and drag emails or  entire folders to this group
  6. Move the email you want to archive to the newly created PST file. Check to see that your email is now under the quota and when you are happy with the result, you will need to make a copy of the PST file in case your hard drive corrupts

Opening your PST files from a different computer/reimaged computer

  1. The folder you made to store your archived messages will be viewable in your 'Mail Folders' unless you move to a different computer, or receive a new computer
  2. You can only view the files from a different computer if they have been copied over to the D Drive on that computer (when you receive a new computer from the Computer Shop, this will be done for you during the installation of that new computer)
  3. To open your PST files on a different computer, you need to add them to the 'Mail Folders'
  4. Click on File. Click Open & Export (Outlook 2013) or Open (Outlook 2007). Select Open Outlook Data File (Outlook 2013) or Outlook Data File (Outlook 2007)
  5. Browse to where your PST files are stored
  6. Click on OK and you will see the folder with the email messages inside it displayed in your list of 'Mail Folders'

Burn PST to disk

  1. Close Outlook, this will allow the PST to be copied to disk
  2. You should not manually copy items to  the PST file as these will not be backed up onto the burnt PST copy
  3. You should be able to find the PST file you created in your My Documents folder in the Outlook folder. Use the CD or DVD writing software on your  computer to burn a backup copy of the PST file to your preferred medium
  4. After burning a backup, place the PST backup disc in case a recovery is needed in the future. Please be aware that  any University records should be stored in the TRIM Document Management system.  For more information, visit the CSU records management site

Helpful tips

     
  • Remember not to put any new email in the PST file after you have burnt a copy as these new emails will not  be backed up. Create a new PST file the next time you want to archive
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  • Keep in mind what you are going  to store your backups of your PST files on, if you are going to use a CD, these have a maximum file size of around 640 megabytes, and DVDs have a maximum size  of 4500 megabytes
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  • In Outlook 2007, you can still easily search within your PST files at the same time as searching you mailbox by clicking the down arrow next to all mail items and ticking all the areas you wish to search
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  • Your PST file only exists on the computer you create it on. If you use someone else's computer, you will not  have access to your archived information unless you use your backup copy that you created to put them on that computer
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  • You will not be able to access PST files from weboutlook

If you require more information on moving old email to a PST file, please contact the service desk on 84357 or online IT Service Desk

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