MS Outlook – Retrieving Archived Emails

Instructions for:  How to Retrieving Archived Emails with MS Outlook.   

 

 (Unfortunately, you cannot retrieve archive files from the internet’s “Outlook Web Access”.)

1.)         Log into your network account on your computer/thin-client.

2.)         From Windows log into your MS outlook email account.   

3.)         View the menu on top and locate the “Find” title (On left side)   

4.)         Left-mouse-click on the “Find” title.

5.)         This opens an “Accounts Information” menu.  

6.)         Left-mouse-click on the “Open” menu item. This opens a menu.

7.)         Left-mouse-click on the “Outlook Data File” menu item. 

8.)         This opens an “Open Outlook Data File” window that allows you to search for archive files.  

9.)         This window will usually open and list your own “My Documents” folder. 

10.)      Mapping for this windows is “Network\ns400admin…..\User\My Documents\Outlook Files”

11.)      You should see one or more files here.

12.)      The files description list archived files as “Outlook Data File” in the “Type” column.

13.)      The Archived file names usually end with the (.pst ) like “rodrigma_2012c.pst”.  

14.)      When you find the archive file proceed to step 29.

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15.)      If you did not find the archive file it may be in a sub-folder.

16.)      Scroll back to the top and search for a folder with the word “Archive” in the name. 

17.)      Double-left-mouse-click on the “Archive” folder to open it. 

18.)      This will list all the files in that folder.  

19.)      Scroll the list to find any archive (.pst) files.

20.)      When you find the archive file proceed to step 29.  

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21.)      If you did not find the archive file it may be on the “C:” drive. 

22.)      On the left side of the “Open Outlook Data File” window are other search areas to select. 

23.)      Left-mouse-click on the “My Computer” title.  

24.)      This will list the drives connected to your computer.    

25.)      Double-left-mouse-click on the “Local Disk (C :)“ Drive.

26.)      This will list the folders and files found in the “C:” Drive.  

27.)      Scroll to find any “Archive” folder or (.pst) file.

28.)      When you find the archive file proceed to step 29.  

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29.)      If you still did not find the archive file that you need, call the IT department ext. 7007 and explain the problem.

30.)      The archive file may be in some hidden area that only the IT department can access.

31.)      Please proceed to step 53, and the end if these instructions.  

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32.)      Right-mouse-click on the archived file that you want to open.  This opens a menu.

33.)      Select the “Open” button offered by this window.   

34.)      (The “Open” button will only be active when you have selected an archive file to open.)   

35.)      This will close the “Open Outlook Data File” window and it will add an “Archive” Folders to the bottom of your email “Folder List”.

36.)      The “Folder List” is on the left side of your email window. 

37.)      Scroll down to bottom of the your “Folder List”.     

38.)      You should see a “Personal Folders” or “Archive folders”. 

39.)      If there is a “+” symbol next to the” Archive folders” title, Left-Mouse-click on the “+” to expand the Archive folder.    

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40.)      You can now review the emails found listed in that “Archive” folder.

41.)      You can open the Archived emails. 

42.)      You can print the Archived emails.  

43.)      You can send a reply to the Archived emails.   

44.)      You can forward the Archived emails.

45.)      You can move the Archived emails to another folder in the “Archived” folder or in your current (live) email.   

46.)      You can highlight and delete Archived emails.

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47.)      You can keep the “Archive Folders” open in the “MS outlook” and you will be able to see it and work with it when you log into your “MS outlook” email. 

48.)      (You will not be able to see the “Archived Folders” under the internet’s “Outlook Web Access” email. )    

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49.)      You can close this archive folder.   

50.)      Right-mouse-click on the “Archive Folders” title. This opens a menu.  

51.)      Left-mouse-click on the Close “Archive Folders” menu item.  This closes the “Archive” folder.

52.)      You can now re-open this archive folder or open any other archive folder at your convenience. 

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53.)      The end if these instructions.     

54.)      Thank you for archiving your email with the IT department.