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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:
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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.
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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.
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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.
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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.
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Once the Inbox is highlighted, click on
File, select New and click on
Folder.
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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.
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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.
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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.
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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.
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Once you have selected the messages you would like to move,
click on Edit and click on Move to
Folder.
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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.
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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.
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