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How to Import, Export, Archive or Backup mailbox data



How do I export my Global Address List (GAL)?

In Outlook 2003/2007 follow the following steps to export your GAL, which can then be sent to POP3/IMAP4 users.

In Outlook 2003/2007 click on File, choose New and then click on Outlook Data File.

Click Ok

PLEASE NOTE: If you will need this file to be used by older clients then you should choose Outlook 97-2002 Personal Folders File (.pst) before clicking OK.

The default file name will be Personal Folders.pst and the default directory that is get stored in is C:\Document and Settings\\Local Settings\Application Data\Microsoft\Outlook which is a hidden directory. We suggest naming the file to something unique and saving it to a more accessible location such as My Documents or Desktop.

In the Name field type something descriptive so you know that this Personal Folder is for your GAL export. The other settings are personal settings that you may choose to change or keep as the default. Once done with the Name and the optional settings click on OK:

Now in Outlook switch to Folder View. This is done by click on the little folder icon in the lower left corner as seen here:

Now Right Click the new folder you just created and choose New Folder:

Type in a descriptive Name, then drop the Folder contains option down and choose Contact Items:

Now in Outlook click on Tools then Address Book or hit CTRL+SHIFT+B. Once the Address Book is open click on Tools in the Address Book and then Options. In the setting for Keep personal addresses in: change it to the Folder that you just created and then click OK:

Now click on the first contact in your Global Address List and scroll down to the end of the list. While holding the shift key and click the last contact in the list. (This should highlight all of your Global Address List contacts.) Right click any of the highlighted contacts and choose Add to Contacts.

You can now click on Tools and Options again in the Address Book and change the Keep personal addresses in: back to Contacts. After changing that back and clicking OK you can close the address book and view your Contacts folder to verify that the GAL has been exported to a PST.

You can now send that PST to your users that use POP3\IMAP4 and they can import them into their contacts to have a GAL book as well.

How Do I Import from a POP or IMAP account?

From MS Exchange Server > Mailboxes > Settings,  you can import data from your existing mail account to your Exchange account. The Import Mailbox screen allows a one-time synchronization with another POP3 or IMAP4 mailbox.

PLEASE NOTE: Importing mail from POP3 or IMAP accounts will import the Inbox only. No subfolders such as “Sent Mail” or personal folders will be imported.

Source mail server name:  The name of the server that hosts the mailbox you wish to import data FROM.  The format is hostname.domain.com.
Source mail server user name: The email account that the data will be imported FROM. The format is username@domain.com
Source mail server password:  The password of the email account you are importing data FROM.
Source mail server protocol: This is the format of the mailbox you want to import data FROM. The allowable formats are POP3 and IMAP4.
Exchange mailbox password: This is the password for the mailbox you are currently viewing the settings for, and where the data will be imported TO.

When all the data has been entered and checked for accuracy, click “Import Mailbox” to transfer the data.  The progress screen will show each the message numbers successfully copied. When the import is complete, a pop-up notification is generated.

The imported mail will remain on the original server.

How to export data in Outlook?

For Outlook 2000

  1. On the File menu, click Import and Export . If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu and then click Import and Export.
  2. Click Export to a file, and then click Next.
  3. Select Personal Folder file (.pst), and then click Next.
  4. Select the folder you wish to export, and then click Next.
  5. In Save exported file as type the name of the file to which you wish the data to be exported.
  6. Click Finish.

For Outlook 2002/2003/2007

  1. On the File menu, click Import and Export. If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu, and then click Import and Export.
  2. Click Export to a file, and then click Next.
  3. Select Personal Folder File (.pst), and then click Next.
  4. Select the folder you wish to export, and then click Next.
  5. Choose file name you wish the data to be exported.
  6. Click Finish.

How to import data in Outlook?

For Outlook 2002(XP) and Outlook 2003

  1. On the File menu, click Import and Export.
    If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu, and then click Import and Export.
  2. Click Import from another program or file, and then click Next.
  3. Select Personal Folder File (.pst) , and then click Next.
  4. Specify file name you wish to import data from, and then click Next.
  5. Select the folder you wish the data to be imported from.
  6. Click Finish.

For Outlook 2000

  1. On the File menu, click Import and Export.
    If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu and then click Import and Export.
  2. Click Import from another program or file, and click Next.
  3. Select Personal Folder File (.pst) , and then click Next.
  4. Specify file name you wish to import data from, and then click Next.
  5. Select the folder you wish the data to be imported from.
  6. Click Finish.

How does Outlook archiving work?

When you archive folders, you are moving the items from their existing folder into an archive type of personal folder file (PST).

By default, Outlook saves archived items in the following location:

For  Microsoft Windows NT 4.0:  \<windows>\Profiles\<username>\Local Settings\Application Data\Microsoft\Outlook\archive.pst

For Microsoft Windows 2000/XP: \Documents and Settings\<username>\Local Settings\Application Data\Microsoft\Outlook\archive.pst

 

You can change the file name (Archive.pst) and location so your Outlook items are archived in another location of your choice.

The file Archive.pst is just like any other and you can add or remove an Archive.pst file from your Outlook profile.

Items are considered old when they reach the age you specify.

How to archive your folders manually?

You can manually transfer old items to a storage file.

To Immediately Archive a Folder follow these steps:

  • On the Folder List, click to select the folder you wish to archive.
  • On the File menu, click Archive.
  • Set the various archive options and click OK.

How to archive your folders automatically?

You can automatically archive individual folders, groups of folders, or all Outlook folders. The process runs automatically whenever you start Outlook. The AutoArchive properties of each folder are checked by date, and old items are moved to your archive file. Items in the Deleted Items folder are deleted.

Several Outlook folders are set up with AutoArchive turned on. These folders and their default aging periods are Calendar (6 months), Tasks (6 months), Journal (6 months), Sent Items (2 months), and Deleted Items (2 months). Inbox, Notes, Contacts, and Drafts do not have AutoArchive activated automatically.

In Microsoft Outlook, the default AutoArchive setting for the Deleted Items folder is to permanently delete old items. Some users prefer to archive deleted items the same way they archive other folders, and so need to change the default setting. When you configure the Microsoft Office Outlook 2002/2003/2007 Archive settings to permanently delete all old items, an Archive.pst file is automatically created even if you did not specify one to be created.

To Turn on AutoArchive:

  • On the Tools menu, click Options, and then click the Other tab. Click AutoArchive.
  • Click to select the AutoArchive Every check box, and then specify how often the AutoArchive process will run by typing a number in the days box.
  • Click to select the Prompt Before AutoArchive check box, if you want to be notified before the items are archived.
  • In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list. Click OK twice to close Options.
     

Now that you have turned on AutoArchive, you must set AutoArchive properties for each folder:

    Folder List, right-click the folder that you want to AutoArchive, and then click Properties on the shortcut menu. Click the AutoArchive tab and click to select Clean out items older than.
  • To specify when items should be automatically transferred to your archive file, type a number in the Months box.
  • To specify a file for the archived items to be transferred to, click Move old items to, type a file name for the archived items, or click Browse to select from a list, and then click OK.

Possible problems with Archiving?

Please note that Message Modification date is used by the AutoArchive feature to determine which messages are archived. When you archive a Mail message folder, Microsoft Outlook determines the message age from the Sent date/time, the Received date/time, or from the message's Modified date/time, whichever is later. Moving or copying the files is considered to be a modification.

To determine the latest modification date/time of a Mail message, follow these steps:

  • On the View menu, point to Current View and click Customize Current View.
  • Click Fields and in the "Select available fields from" list, click "All Mail fields".
  •  Under Available Fields, click Modified, and then click Add to place the Modified field in the "Show these fields in this order" list.
  • Click Move Up or Move Down to position the Modified field and click OK and OK.

The modified date/time for each message now appears in the Messages view.

Archiving vs. exporting

When you archive, you can only archive to a personal folders file (a PST file). When you export, you can export to many different file types, including PST files and delimited text files. Your existing folder structure is maintained in your new archive file. If there is a parent folder above the folder you archived, the parent folder is created in the archive file, but items within the parent folder are not archived. In this way, an identical folder structure exists between the archive file and your mailbox. Folders are left in place after being archived, even if they are empty. You can only archive one file type, a personal folder file (PST).

When you export, the original items are copied to the export file, but are not removed from the current folder. In addition, you can only archive one file type, a personal folder file, but you can export many file types.




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