How to Move Mail Messages from the Email Server to My PC Using Outlook 2007?
Sometimes it is desirable to move or copy your email messages from email server to "Personal Folders", such as when you are running out of disk quota, account expires due to graduation or termination of employment. "Personal Folders" are Outlook 2007 folders that are stored on your local PC. This procedure shows you how to move your email messages from email server to "Personal Folders" using Outlook 2007.
A. Configure Outlook 2007 for IMAP
B. Create "Personal Folders"
C.
Create New Folder Within "Personal Folders" to Organize Your Messages
D. Move Message(s) from Email Server to "Personal Folders"
A. Configure Outlook 2007 for IMAP
1. First create an account in the Outlook 2007 in IMAP mode. Click Tools => Accounts Settings => New.
2. Select the radio button "Microsoft Exchange, POP3, IMAP, or HTTP"
3. Check the box "Manually configure server settings or additional server types"
4. Select the radio button "Internet E-mail"
5. Enter your name and email address when prompted. For Account Type:, select IMAP from drop-down menu. Enter the incoming server names (hkucc1.hku.hk/ hkucc.hku.hk / hkusu1.hku.hk / hkusuc.hku.hk / graduate.hku.hk) and outgoing server name (mail.hku.hk for HKU network users only, otherwise enter your ISP's SMTP server name) as shown in the following screen:
IMPORTANT:
- DO NOT select POP3 mode for Account Type. If you select POP3 mode, all your emails will be downloaded from the email server to your local folders in Outlook 2007 and you can no longer access your emails via HKU Portal/WebMail. It will be very difficult to move your emails back to the email server.
- The checkbox "Require login using Secure Password Authentication (SPA)" must be un-checked.
6. For those who use hkucc.hku.hk as the incoming server, click the More Settings ... button. Click Advanced tab and enter ./mail in the root folder path. Then click OK. This tells Outlook to display all your folders in the mail directory on the
email server. Click Next and then Finish.
For those who use other incoming server, click Next and then Finish.
7. Click Inbox folder. Select the Tools => IMAP Folders... If no folders are displayed, click Query. When the Query is completed and your folders on the email server are listed, select the folder from the list and then click Subscribe. Select as many folders as you choose; you may also select folders to unsubscribe and hide from view. Click OK.
8. Your IMAP Folders on the email server will appear in the Folder List pane on the left.
B. Create "Personal Folders"
In order to move your emails from the email server, you must first setup "Personal Folders". "Personal Folders" store, manage, and archive your emails on your local PC's hard drive. If you do not have "Personal Folders" in your Outlook 2007, you can create
them as follows:
1. Create new "Personal Folders" in Outlook 2007 by clicking File => New => Outlook Data File.
2. Select Office Outlook Personal Folders File (.pst), click OK.
3. Type in for file name Personal Folders(1) .pst, click OK.
4. Click OK. You will be prompted to put in a name for the "Personal Folders". (You can add a password to this "Personal Folders", but we don't recommend it. If you forget the password there is no easy way to get it back, if at all). Then click OK.
5. Your new "Personal Folders" will appear in the Folder List pane on the left.
C. Create New Folder Within "Personal Folder" s to Organize Your Messages:
1. Right click on "Personal Folders" in the Folder List pane.
2. Select New Folder...
3. In the Create New Folder window, enter the name of the new folder and click on OK.
D. Move Message(s) from Email Server to "Personal Folders"
Now that you have "Personal Folders", you can begin moving messages from the folders on the email server to your "Personal Folders" on your local PC.
1. Under IMAP account name, select the folder you wish to move a message from, this will display the individual messages on the right side of the window.
2. Highlight the message you would like to move. To select more than one message at once, hold down the Ctrl key and click several messages. Or, hold down the Shift key and click the first and last messages in a series.
3. Right clicking on the messages, groups of messages, or mail folder and selecting
Move To Folder, then select the folder within "Personal Folders" that you would like to move to.
IMPORTANT:
- Moving messages from the email server to "Personal Folders" will prevent you to access the moved messages from any other computer or HKU Portal/Webmail. After you moved the messages, they will only reside in the PC's hard drive that you do this from. If your PC's hard drive ceases to work or the .pst file is deleted, those messages will be lost.
Last updated on 13 May 2008.
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