Guide

on how to move and migrate Outlook .PST files stored on the H: drive
Introduction
NOTE: The instructions in this document are only for users that have received the Outlook PST migration
and clean up mail.

This guide helps you to import/migrate your Outlook Personal Archive PST files (.PST) from network shares (e.g h: drive) directly to Online Personal Archive mailbox in Outlook 2010 located on the Exchange servers or to your .pst files stored on your C: drive. An Outlook PST file (also called Personal Folder) is a file that can be created in Outlook and used to store Outlook items (mails, bookings, tasks). In Microsoft Exchange Server 2010, Online Personal Archives provide users with an alternate storage location to store historical messaging data. Online Personal Archive is an additional mailbox (called an archive mailbox) enabled for Outlook2010 and Outlook Web App mailbox users. Using either of these client applications, you can view an archive mailbox and move or copy messages between the primary mailbox and the archive. In the Online Personal Archive you may store up to 4,5 GB of data.

This guide describes the following activities: How to review the contents of a .PST file How to move a .PST file from a network share to local disk (C:) How to delete a .PST file How to import .PST file to the Online Personal Archive How to import a whole .PST file into the Online Archive How to import selected mails from a .PST file into the Online Personal Archive with Drag and Drop method

How to review the contents of a .PST file

In your PST H: drive clean up mail you find a short list of your .PST files that are assigned to your account. In most of cases a .PST file will be mapped into your Outlook and you should be able to review its content. Properly mapped .PST file must be located under Home Tab of Outlook, just below of your primary mailbox.

If for some reason you are unable to locate the .PST file content in your Outlook please do: 1. Move your .PST file from Network Share (H:) to Local Drive (C:). How to move a .PST file from a network share to your local disk (C:) 2. In Outlook 2010 navigate to File Tab and Click Open Outlook Data File button.

3.

Locate your PST file on local drive (C:) and click OK.

After your .PST file is mapped into Outlook, review it and clean it up by deleting all unnecessary mails.

How to move a .PST file from a network share to your local disk (C:)
1. To start moving your .PST file to your local disk (C:) make sure that: a. Your .PST file will be fully and properly backed up. b. Your .PST file is disconnected from Outlook. See image below on how to disconnect .PST file from Outlook.

2. 3. 4. 5.

Go to Start. Open My Computer and navigate to Network Share Drive (H:) Locate your .PST file. The exact path to .PST file will be included in PST clean up invitation mail. Right click on the .PST file and select Move Navigate to the destination folder on your local C: drive (i.e. Desktop), right click and select Paste.

You can also use Drag and Drop method with right mouse button pressed to move your .PST file to destination folder. Moving process can take a couple of seconds to few minutes and is strongly related to the .PST file size and the network load. Do not interrupt this process.

How to delete a .PST file

1. Before you delete your .PST file from your local disk (C:) or Network Share Drive (H:) make sure that: a. You have reviewed and moved all important items to another location. b. Your .PST file is disconnected from Outlook. See image below on how to disconnect PST file from Outlook.

2. Go to Start. Open My Computer, navigate to Network Share Drive (H:) or local folder where your .PST file is stored and locate your .PST file. The exact path to .PST file stored on drive H: is included in the PST clean up invitation mail. 3. Right click on .PST file and select Delete.

Your Online Personal Archive

In Microsoft Exchange Server 2010, Online Personal Archives provide users with an alternate storage location to store historical messaging data. Online Personal Archive is an additional mailbox (called an archive mailbox) where you may store up to 4,5 GB of data.

How to import .PST file to Online Personal Archive

1. Move your .PST file to your local C: drive before you start migrating emails to Online Personal Archive. Follow: How to move a .PST file from a network share to your local disk (C:) Note: It is strongly recommended to clean up you .PST file and import only necessary archive emails. Default size of your dedicated Online Archive mailbox is 4,5 GB. Please make sure that your .PST file is not larger than 4,0 GB before you will start importing data. 2. Open your Outlook 2010 and navigate to File>Open and click Import

3. In the wizard pane select Import from another program or file and click Next button. 4. Select Outlook Data File (.pst) and click Next. 5. Provide local path (or network share path if you did not move .PST file to local drive) where your .PST file is stored. Select Replace duplicates with items imported and click Next button.

Note: If you see below message, please disconnect your .PST file from outlook and then try again.

6. Select main folder of your .PST archived emails 7. Select option Include subfolders and choose your Online Personal Archive mailbox from the drop-down menu to select folder where your emails will be imported to. After you click on Finish button, Outlook will start importing your emails from .PST file to Exchange 2010 Online Personal Archive.

Whole import process could take from 10 minutes to several hours depending on the size of your .PST file. Do not interrupt. During this process you will not be able to use Outlook.

How to import selected emails from a .PST file into the Online Personal Archive with Drag and Drop method
Outlook 2010 allows you to import/move only selected emails from .PST file to Online Personal Archive. You can use drag and drop method to move selected emails or whole folders to Online Personal Archive. Note: This method is recommended only for users who has reviewed and cleaned up a .PST file content. It allows moving segregated emails to Online Personal Archive in a fastest and easiest way. If you would like to move selected emails from .PST to Online Personal Archive please follow these steps. 1. Move your PST file to your local C: drive before you start migrating emails to Online Personal Archive. Follow: How to move a .PST file from a network share to your local disk (C:) 2. Make sure that your .PST file I mapped to Outlook and you are able to see its content. If you are not please go to: How to review the contents of a PST file. 3. Open your Outlook 2010 Inbox 4. Navigate to your .PST file content and find emails or folder you would like to move. 5. Pressing left mouse button on chosen folder or email and simply drag selected items and drop in the destination folder in your Online Personal Archive.

6. Both whole folders (lower arrow in example picture) and individual items (upper arrow in example picture) can be dragged this way 7. Repeat this operation until the folder is empty or you have moved all required items. 8. Delete the .PST file on the H: drive

How to import selected mails from a .PST file into the Online Personal Archive by using rules
Outlook 2010 allows you to import/move only selected emails from .PST file to Online Personal Archive. You can use Outlook rules to filter your messages by specific words in subject, incoming date, sender name and others. If you would like to move only selected emails from .PST to Online Personal Archive please follow these steps. 1. Move your .PST file to your local C: drive before you start migrating emails to Online Personal Archive. Follow: How to move a .PST file from a network share to your local disk (C:) 2. Make sure that your .PST file is mapped to Outlook and you are able to see its content. If you are not please go to: How to review the contents of a PST file. 3. Navigate to File Tab > Info and click on Manage Rules and Alerts

4. Click on New Rules and select desired option

5. As an example we will use Move messages with specific words in the subject to a folder option.

6. Click on Next and then on specific words to write words on which we will be filtering your emails.

7. Specify your words and click OK and Next. Note that you can specify more than one word. 8. Specify destination folder for you filtered messages and click OK. This folder must be located in Online Personal Archive. You can create new folder by clicking New

9. Click Finish to close rules Wizard. Note that you can create more than one rule.

10. Next step is to run created rule on selected folders in your .PST file. To do that click on Run Rules Now

11. Select rules to run and Click on Browse button to select folder in your .PST file on which you would like to run your rules. You can select all .PST file or only one specific folder and repeat this action for each folder that you would like to move.

12. Click OK button and Run Now. 13. Process could take from couple seconds to few minutes and depends on size of selected folders.