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Sir Topham Hatt

Outlook - Storing Emails

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Question: Many people I know store emails in separate folders under their "Inbox". I have always been taught to make a separate PST file and store items in that, particularly if they are simply for archiving purposes.

This eliminated the standard "your mailbox is over it's storage limit".

Which way is better and why?

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Much depends on which version of Exchange server you are using.

In both situations, if you work with 32-bit OS's, a large, +4GB, mailbox or pst file will be problematic.

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The only way to keep your pst file small is to seperate into different psts.

This has absolutely no bearing on exchange and version. Keeping your exchange mailbox clean is another thing as an admin there are other ways to keep the exchange db small. From archiving to 3rd party products. Outlook isn't just used for exchange.

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Our practice that we tell people to do is the following.

You can create as many folders as you like on your inbox However, if you want to back them up and store them locally to reduce the storage space you are using on the server, it is required you make a PST locally on your computer. (so long as you move it to the PST it is no longer on the server)

We limit our users to 750Mb for their mailbox.

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