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How staff and postgrad students can archive their Deakin email

As a staff member or postgraduate student, you can copy some or all of your Outlook mailbox data to a Personal Storage Table (PST) file. This is a locally-stored data file that can be opened in Outlook.

Creating the archive (PST) file

  1. Open the Export Exchange Mailbox web tool
  2. Enter the required details: username, notify email address, start and end dates
  3. Select Submit
  4. Once you receive the email detailing the export status select the link provided to download the PST file
  5. Copy the PST file to a safe location (e.g. Faculty/Division network share, your home directory, cloud storage such as OneDrive).

 

Adding the archive to...

...Outlook 2013/2016 (Windows)

  1. Open Outlook 2013 or 2016
  2. Select File > Open and Export > Open Outlook Data File
  3. Browse to the location on your computer that the PST is located
  4. Select the PST, then select Open.

...Outlook 2011/2016 (Mac)

  1. Open Outlook 2011 or 2016
  2. Select File > Import... > Outlook Data File, then select the right arrow
  3. Select Outlook for Windows Data File, then select the right arrow
  4. Browse to the location on your computer that the PST is located
  5. Select the PST, then select Import

 

Remove duplicate mail using...

...Outlook 2013/2016

  1. Open Outlook 2013 or 2016
  2. Select File, Account Settings, and  Account Settings again
  3. Select your account, then Change
  4. Move the Mail to keep offline slider til it is set to All
  5. Select Next, then Finish
  6. Allow a few minutes for Outlook to download all the mail items in your mailbox 
  7. Select your mailbox
  8. Select the Folder tab in the ribbon, then New Search Folder
  9. Scroll down to the bottom of the search list and select Create a custom search folder, then OK
  10. Give the search a relevant name and select Criteria
  11. Select the Advanced tab
  12. Set the Field to Received, the Condition to between and the Value to the date range of your newly created archive (e.g. '01/01/14 and 31/12/14')
  13. Delete these items as you have already copied them to the archive you created earlier.

...Outlook 2011/2016

  1. Open Outlook 2011 or 2016
  2. Select the search bar in the top right of Outlook
  3. From the Search ribbon, select All Mail and Advanced
  4. Set the search criteria to:
    - Account  Is  <your mailbox, not your achive>
    - Date Received  After <the start date of the archive>
    - Date Received  Before <the end date of the archive>
  5. Delete these items as you have already copied them to the archive you created earlier.


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