Outlook Personal Folders

You would want to create a personal folder to move older email off the server to help keep your mailbox size below the limit.

First open up Outlook and then go to Tools/Services.

Select Personal Folders and click OK.

Note: If you do not see the choice Personal Folders, it still might work, so Matt Glidden tells me.

In the next dialog, you will select new. The type of file is PST. You will probably want to put this in the same folder as your Outlook is located.

In the next dialog, give the file a name and click Save.

You can just click OK in this dialog. The defaults are pretty good. I recommend against using a password on this but you have that option.

You are done. Close out of the dialog.

Quit and restart Outlook. You will now have an offline folder which should appear at the bottom of your folders list. Any items you move into here will be removed from the Exchange Server and kept locally. This will decrease your mailbox size on the server.