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staffmail, FAQ, export/import mail messages

How to Export/Import StaffMail messages using Outlook

StaffMail messages are automatically stored centrally on the NUI Galway mail servers. You can also save a copy of messages to your local hard drive or another storage area e.g. USB key or CD. For example, if you are leaving the University, you can export your messages so that you can access them in the future. Use the steps outlined below to export your messages.

Open Outlook  and login to your email account
Note: If you are off-campus, ensure that you have an  off-campus Outlook profile set up  

Export

Outlook 2010 - Follow these steps to export a specific folder:

1. Click the File tab.
2. In the Outlook Options window, click Advanced.
3. Click Export.
4. In the Import and Export Wizard, click Export to a file, and then click Next.
5. Click Outlook Data File (.pst), and then click Next.
6. Select the folder to export, and then click Next.
7. Click Browse, and then select the location where you want the new .pst file to be saved.
8. In the File Name box, type the name that you want to use for the new .pst file, and then click OK.
9. Click Finish.
   

Outlook 2007 - Follow these steps to export a specific folder:

1. Open Outlook
2. From the File menu, select Import and Export. The Import and Export Wizard appears 
3. Click Export To File, and then click Next.
4. Click Personal Folder File (.pst), and then click Next.
5. Click the folder to which you want to export the .pst file, and then click Next.
6. Click Browse, and then select the location where you want the new .pst file to be saved.
7. In the File Name box, type the name that you want to use for the new .pst file, and then click OK.
8. Click Finish.
9. A dialog box appears entitled Create Microsoft Personal Folders
   Compressible Encryption is selected by default. Click OK.
   The PST file is created.
   Note: You cannot attach a PST file to an email message in Outlook. It is recommended that you transfer the file by saving it to e.g. a USB key

Import

Outlook 2010 - To import your messages (i.e. the contents of the PST file) on a different computer

1. Open Outlook
2. Click the File tab.
3. In the Open category, click Import.
4. In the Import and Export Wizard, click Import from another program or file, and then click Next.
5. Click Outlook Data File (.pst), and then click Next.
6. Type the path and the name of the .pst file that you want to import, or click Browse to choose the file to import.
   Note Under Options, it is recommended that you click Do not import duplicates, unless you want the imported information to replace or duplicate items that are already in Outlook.
7. Click Next.
8. Select the folder that you want to import. To import everything in the .pst file, select the top of the hierarchy.
   Note The top folder (usually Personal Folders, Outlook Data File or your email address) is selected automatically. Include subfolders is selected by default. All folders under the folder selected will be imported
9. Click Finish.

Outlook 2007 - To import your messages (i.e. the contents of the PST file) on a different computer

1. Open Outlook
2. From the File menu, select Import and Export
   The Import and Export Wizard appears
3. Select Import from another program or file and click Next
4. Select Personal Folder File (.pst)
   If required, change the duplicate option to Allow duplicates to be created
   Click Next
5. Click Browse and select the PST file
6. You must select the folder to import from:
   If the PST file contains the contents of an entire mailbox, all folders will be listed and you can select required (or all) folders
   OR
   If the PST file contains the contents of a single folder only, the folder name will be listed and you can select it.
7. If required, tick Include Subfolders
   By default, you are prompted to import items into the same folder in your Outlook profile.
   Change this setting if required to import items into the currently selected folder (Import items into the current folder) or select a different available profile from the drop-down list (Import items into the same folder in:).
8. Click Finish to import the messages.

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