Moving Personal (Local) Folders into Outlook

 
This document describes how to move locally stored folders from Outlook Express or Windows Live Mail into "local" folders (a ".PST" file on the user's computer) in Outlook.

To date, many faculty and staff have been using Outlook Express or Windows Live Mail to access University of Hartford email. With the new Microsoft Exchange system, it is preferable that they switch to using Microsoft's matching email client -- the "full" version of Outlook -- which is included on all HawkPCs. When a user's account is moved from the "Legacy" email system to HawkMail, all messages on the server are copied to the new system, but not those stored in local folders on the user's hard drive.

The user may elect to leave these messages in Outlook Express or Windows Live Mail, and continue to use that program to refer to them, but most will want them integrated into the folder structure in Outlook for convenience.

Both Outlook Express and Windows Live Mail have an "export" function that will copy their folders directly into Outlook, however, care must be taken to ensure that these messages are copied to a local folder on the user's hard drive, and not their HawkMail account as this data would likely overrun the user's account quota. This can be easily accomplished by creating a local data file in Outlook and running the export before Outlook is configured to the user's HawkMail account. If Outlook is already configured to the user's HawkMail account, it's best to "remove" the account from HawkMail, perform the export, and then re-configure the account for HawkMail.

 
The Steps:
  • If the user's Outlook program is already configured for the HawkMail system, or to one of the University's previous Microsoft Exchange servers, remove the account from Outlook:

    Open the Control Panel, open the "Mail" item, and under "E-mail Accounts...", under the "E-mail" tab, remove the connection to any servers of type "Microsoft Exchange."

  • Ensure that the Outlook configuration has a ".pst" file configured:

    Open the Control Panel, open the "Mail" item, and under "E-mail Accounts...", under the "Data Files" tab, ensure that there is a ".pst" file listed, click it, and click "Set as Default."

    If there is no ".pst" data file listed, use "Add..." to create one, and then click it, and click "Set as Default."

  • Start Outlook Express or Windows Live Mail, and export the messages:

    Generally:

    Under "File" -> "Export" -> "Messages"
    Choose "Microsoft Exchange" and then "All folders."

  • When the process completes, [re]configure Outlook to the user's HawkMail account:

    If this copy of Outlook has never been configured to the HawkMail system, use the "University" version of the Outlook instructions:


    Microsoft Outlook on Windows (University/FACSTAFF computers)

    If Outlook was already connected to HawkMail, and you disconnected it in order to perform the export, the "University" version of the Outlook instructions may not work, use the "Non-University" version:

    Microsoft Outlook on Windows (Students' and other non-University computers

  • Start Outlook. If the local ".pst" file does not appear in the Mail folder list, use "File" -> "Open" -> "Open Outlook Data File" to attach the ".pst" file to Outlook's folder list.
 

University of Hartford Information Technology Services
ITS@hartford.edu
860.768.5999