Create data file offline in Outlook

Question

I want to set up Outlook on a WindowsPC to create a offline data file for the purpose of archiving old emails, saving them on my PC. I want to reduce the storage usage of my email account, as this will move emails off of the server and onto my computer. Plz I dont want to enable the online archive(I know this process) or move any email i the default archive, just create a data file offline and make it can keep my old emails in my PC. I already read the Ms article about create data file to save your information not much information to help me. Need help here

Answer 1

Hello Melvyn Osborn,Good morning!Thank you for publishing in Microsoft Community. We are happy to help you.Based on the description you have shared; we understand that you want to set up Outlook on a Windows PC to create an offline data file for the purpose of archiving old emails, and saving them on my PC.It's important to know the type of account you're using because each account has a different process and a different support category.What type of account is affected? is Outlook.com account, Hotmail account, or professional/educational account. However, to better understand the problem and provide a solution, we need more details from you, please provide us with the following information. Thank you. 1-Please, can I know the type of account you are trying to set up? Is it IMAP, POP or exchange account?

2-Please if you need to reduce the storage usage of your email account, as this will move emails off of the server and onto your computer ：

-Open Outlook.

-Click Homein the top left, then drop down arrow, More Items and then Outlook Data File.

-Windows File Explorer window will then open where Outlook Data files are stored.
Enter the New Archive Data File name, a name you can easily associate and identify, then Ok.
e.g. first part of the email address to be archived.
******@yourdomainhelp.com -> Data File Name could be conetix archive. -Once you clicked Ok, you should then see in the left hand nav bar your new Data file created for local archiving on PC.

-We can now start to archive Old emails to our newly created Offline Data File.
Right click on your Email accountto be archived, then Account Properties.

-Confirm you have the correct Email Account, then Tools, then Clean Up Old Items…

-Configure your Archiving settings as follows;
 Select Archive this folder and all subfolders.
Select the Inbox folder (or a specific folder if you don’t wish to archive the Inbox).
Choose the datefor emails to be archived up until.
Archive file – Click on Browseand select the New Data File you created above in Step3.
Then Ok.

-You should now be able to see your normal mailbox, along with the new Archive Data file where any archived folders and emails will be stored for the email address.

-Outlook will now proceed to archive old emails for you, and save them in a data file stored locally on your computer

Please note that archived emails are stored locally， this means that if your computer or hard drive fails, the archived emails will also be lost in the process.
Ensure you keep a recent backup of your Archive data file – this data file can by default be found within the “Outlook Files” folder of your computer’s Documents directory.

Please feel free to let us know if there are any questions or if we got you wrong. We will continue to assist you based on the information you provide. We sincerely appreciate your patience and cooperation. SincerelyEben Ezer Tres | Microsoft Community Moderator

Answer 2

Hello Melvyn Osborn, Good day!Thank you for posting to Microsoft Community. We are happy to help you.We are looking into your situation, we will update the thread shortly.Appreciate your patience and understanding and thank you for your time and cooperation.Sincerely,Eben Ezer Tres | Microsoft Community Moderator