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Moving E-Mail Messages to Local Folders in Outlook 2000

Moving e-mail messages to local folders helps free up space on the mail server. Also, you won't have to be connected to the Internet to read those messages you downloaded.

NOTE: There are some things you need to be aware of when you move e-mail messages to your computer:

• Moving messages from the server to your local computer will prevent you to access the moved messages from any other computer. After you move the messages, they will only reside in the computer that you do this from.
• You have to keep in mind that if your hard drive becomes defective and none of the files on it can be accessed, you will also lose the e-mail messages that you moved out of the mail server. It is a good idea to backup your files frequently to prevent losing data. Talk to your local technical support, if you have not already done so, on how to backup the files in your computer.

1. In order to move your messages to folders, you must first create a folder under your Personal Folders directory. Click on the Inbox icon located to the left, under the Outlook Shortcuts toolbar.
   
2. Once you have clicked on the Inbox icon, look towards the right of the Outlook Shortcuts toolbar and you will see the word Inbox in big letters. Click on the word Inbox, and it will drop down a detailed list of your mail folders. Your inbox located under Outlook (Personal Folders) should be highlighted in blue, if not just simply click Inbox. If you do not see the Inbox under Outlook (Personal Folders) then click on the (+) sign located to the left and a list of folders will drop down. Choose Inbox from the list of folders.
   
3. Once the Inbox is highlighted, click on File, select New and click on Folder.
   
4. In the Create New Folder window, under Name: type the name for your new folder. In the next section titled Folder contains:, Mail Items is set as the default. You can leave this setting as is, no change is necessary. Lastly, you want to Select where to place the folder. We recommend placing the folder under your Personal Folders Directory. To do this just click Personal Folders and click OK.
   
5. After clicking OK, a pop-up window will appear asking you if you would like a shortcut to this folder added to your Outlook Bar We recommend selecting Yes for easy access when moving messages to this folder.
   
6. Once you click Yes your new folder will appear under the My Shortcuts toolbar, located at the bottom of the Outlook Shortcuts tool bar. To access the My Shortcuts toolbar, simply click on the words My Shortcuts and you will see your new folder.
   
7. Once you see your new folder, select messages you would like to move. You can select these messages two ways. First, if you would like to Select All your messages to move, then click on any email message in your Inbox. Once you have selected a message, click on Edit and choose Select All. Now all your messages should be highlighted in blue.
   
   Second, if you want to select different messages, find the messages that you would like to move. Holding down the Ctrl key on your keyboard, Left click the mouse button once on each message you would like to move.
   
   
8. Once you have selected the messages you would like to move, click on Edit and click on Move to Folder.
   
9. The Move Items window appears. Under the Personal Folders directory, you should see your new folder name listed. If your new folder is listed, click on your new folder to highlight it, then click OK and your messages are instantly moved to your new folder. If you do not see your folder listed, then you want to click the plus sign (+) located to the left of the Personal Folders directory and your new folder should show up in the list. If you still do not see a folder, check and make sure that you are using Outlook 2000 and if you are using Outlook 2000, try repeating steps 1-5.
   
10. To check if your messages were moved to the correct folder, click on the folder name in the left column under the My Shortcuts toolbar, and your messages should appear in your new folder. Repeat steps 1-9 if you would like to move more messages.