Outlook Personal Folders can be used to provide additional storage for emails, in order to free up space in your Exchange mailbox on the server. This page explains how staff using Outlook 2010 can do this, and how to use Personal Folders.
From the Ribbon, select New Items > More Items > Outlook Data File...
In the Create or Open Outlook Data File box:
On the left-hand side, under Libraries, expand Documents then select "Public Documents".
DO NOT just accept the default location of the 'Outlook' folder, as this will save it to your personal profile, where space is very limited. Also, DO NOT save it in your personal file store (the "My Documents" folder), or your Desktop, as the file can get very large. It will slow down your PC, and you could lose some emails or corrupt your outlook data file.
In the File name: enter a suitable name, e.g. Personal Folders or My Outlook Data File, and then click the OK button.
If you want to add a password at this stage, tick the Add Optional Password check box.
You'll be prompted to set a password:
Right-click on the Outlook Data File, located in the Navigation Pane and select Data File Properties...
The following screen will be displayed:
Then click on Change Password...
If you've not already set a password, leave Old password blank.
When you have entered your password into both the New and Verify password fields, click OK.
Right-click on the Outlook Data File, located in the Navigation Pane and select New Folder...
In the Create New Folder window, you would usually accept the default of Mail and Post Items in the Folder contains: box.
However, the drop-down box also contains the following options, which you can use if necessary:
In the Name: box enter the name for this new sub-folder, e.g. Projects. You could also set up a sub-folder for items from a certain person, or about a certain subject.
Click OK to create this new sub-folder.
Remember that the Personal Folders file is stored on your hard disk, so it is your responsibility to back it up regularly, in the same way that you would back up any other file on your computer.