Locked lesson.
About this lesson
Store emails outside Outlook with other related files in one location, rather than digging through your inbox to find them.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
Store Emails Outside of Outlook
To keep an email topic with other related files/documents/graphics in one location, rather than digging through Outlook separately.
When to use
You would store emails outside of Outlook usually at the end of a big project when the files are being organized for archive purposes. A second reason would be if you have emails that are quite large and bogging down your Outlook performance.
Instructions
- Create or locate the main File where the emails will be stored on your computer drive or company network drive.
- Click the File Ribbon
, Options 
, Advanced 
- Locate the Export section
and click Export 
- Choose “Export to a File” and click Next:
- Choose a file type:
Comma Separated Values is compatible to Excel or Outlook
Outlook Data File (.pst) is compatible to Outlook only
(It is a good idea to run this process twice, choosing each of the file types. They both serve an important purpose. CSV for Excel quick reference, and PST because the attachments and other Outlook header data will be retained.)
- Select the Folder to Export from:
- Outlook auto-names the file “Backup.pst”
- You should rename it to “Topic Emails”
- Click BROWSE and store this file in the location already created on your computer drive or company network drive.
- Click Finish
Instructions to Import, or “Restore”, your data:
- Click the File Ribbon , Options , Advanced
- Locate the Export section
and click Export
- Choose “Import from another program or File” and click Next:
- Choose a file type: (pick the same type you chose when exporting)
Comma Separated Values is compatible to Excel or Outlook
Outlook Data File (.pst) is compatible to Outlook only
- Click Browse and find your file:
- Select which folder to import from: (Should be the “Topic File” on your computer drive or company network drive.)
- Click FINISH
- 00:00 There may be a time when you have a full client file of all your
- 00:05 correspondents, graphics, spreadsheets with this client.
- 00:10 But in the background in inbox,
- 00:13 you have all your emails with that client all stuck in Outlook.
- 00:18 How do you get these emails into that client file?
- 00:20 Here's how you do it.
- 00:22 You click on File, you click on Options, you click on Advanced.
- 00:26 And basically we're gonna export that particular inbox folder
- 00:30 to that client file.
- 00:32 And we're gonna go ahead and choose Export here and hit Next.
- 00:36 Comma Separated creates a line item Excel spreadsheet out of it.
- 00:41 I'm gonna end up doing both of these but we'll start with the line item.
- 00:44 And hit Next, this is the folder I want to export.
- 00:47 Click Next again and it wants me to browse and find the client file.
- 00:51 I've already found it.
- 00:52 My client file and I'm gonna call these my 2015 client emails.
- 00:56 Leave that .CSV there, it's very important.
- 00:59 Hit Next and Finish.
- 01:01 There they go and when they hit OK, and let me show you this.
- 01:05 I'm gonna open up that client file, look it here.
- 01:07 We have that 2015 client emails with an Excel symbol on it.
- 01:12 When I double click to open that, there they are, three line item emails,
- 01:17 all the headers across the top.
- 01:19 Notice there's no message in the body cuz actually in those emails I hadn't typed
- 01:22 any messages.
- 01:23 All right, so now let's go back and do this again.
- 01:27 But with the Outlook file type.
- 01:28 And the reason is, all three of those emails had attachments.
- 01:31 But I don't see attachments here.
- 01:33 So we're gonna do it both ways,
- 01:34 just to make sure we have all the data saved with that client file.
- 01:38 All right, so let's do it again.
- 01:40 File, Options, Advanced, Export.
- 01:46 Export to a file, Next, this time Outlook Data File, Next.
- 01:51 Same folder, Next.
- 01:55 This time client file, client emails again, that's fine, Finish.
- 02:00 I am not gonna password protect this.
- 02:02 Hit OK, and it worked.
- 02:04 I'll click OK and then go back to that client file.
- 02:07 There they are, the Client Emails.
- 02:10 Now watch, when I double-click this one it gives me an error message.
- 02:13 It's not gonna let me just open those.
- 02:16 In order to open those files, I must import them back into Outlook.
- 02:20 And that is why we wanna keep both file types, this one
- 02:25 line item Excel spreadsheet, this one has to be re-imported in order to use them.
- 02:30 So just so you know that, that is how you keep client emails,
- 02:34 with the rest of your client projects, and now you can get them out of your inbox for
- 02:39 good and lighten up your inbox load.
- 02:43 All right, and in case you're curious, here's how you re-import.
- 02:46 So we're gonna go to File, Options, Advanced.
- 02:51 To import I must go to the export so click on Export.
- 02:55 Here's the first time we see the word Import.
- 02:58 Import from another program or file.
- 03:00 Hit Next.
- 03:01 I would choose my Outlook Data File.
- 03:02 I don't have to import Comma Separated.
- 03:04 I have to import Outlook Data.
- 03:08 I would find the file.
- 03:10 Hit Next.
- 03:11 There it is.
- 03:12 Finish and it's okay.
- 03:14 They just re-imported but they didn't make a duplicate.
- 03:16 They just re-imported right over the old ones.
- 03:19 All right. I hope that helps you
- 03:20 keep your files managed.
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