Each @uidaho.edu email account comes with up to 1 gigabyte of free storage. More storage space can be purchased at an extra cost, but the email quota can be easily managed by prompt removal of unnecessary emails by emptying the trash and archiving old emails from the server.
Microsoft Outlook allows for easy archiving messages, moving them off the U of I server, by creating what is called a personal storage file, or .pst file. Pst files are a native Microsoft file, used in the Microsoft Exchange ecosystem, allowing easy porting of emails, contacts and other data.
You can create a .pst file of your older emails, then delete them off the server. This keeps the emails from counting against your quota, but allows you access to the emails on your laptop or desktop. Even better, you can make copies of the .pst file and link it to other Outlook profiles, moving your entire archived inbox at a moments notice.
Creating a .pst in Outlook
1. Launch Microsoft Outlook and click the file->new->Outlook Data File
2. A new window will open up – simply click through the dialog box, leaving all options at their default settings.
3. You will be given a choice to name the pst file and save it to a location on your computer. Name the file something you will remember and save it in a location on your hard drive.
4. The .pst file will be created. In the folder structure menu, you will notice a new archived folder with the name of the pst file you created appear. You can now drag and drop emails and folders into here to archive them.
5. Any email stored in the archived folder of your Outlook will be reflectively stored in the .pst file on your local desktop. This means you can delete the corresponding emails from your inbox and manage your email quota.
Creating a .pst file in Outlook 2010
1. Open Microsoft Outlook. In the ribbon, click the new->more items->Outlook Data File
2. You will be given the option to name and specify the save location of the .pst file. Name it and save it to your desired location.
3. The file will be created and you will notice a new folder appear in the folder list in your Outlook program. You can expand this folder and begin moving items from your inbox to the archived folder, which will store the emails locally on your hard drive instead of on the mail server, thereby limiting your quota impact.