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Transfer Mail Folders

Sometimes it is necessary to transfer an entire folder of mail messages to another person (job shift, sharing files).

This can be done with Outlook but there are many steps to follow and each person (the person transferring the files and the person receving the files) MUST do their own steps to complete the process.

Person A - Getting the files ready

  1. Open Outlook.
  2. Go to File menu and choose Account Settings, then choose account settings from the drop down menu.
  3. Click the Data Files tab, then click the Add… icon.
  4. Choose Office Outlook Personal Folders File (.pst) and click OK.
  5. Name the folder in a distinctive way, keeping the .pst extension.
    • examples: ForJacki.pst or CountyMail.pst
  6. Save it on the desktop.
  7. In the Create Microsoft Personal Folders window, change Personal Folders to FromYourName.
    • example: FromBruce
  8. Do NOT add a password…just click OK.
  9. Click Close on the Account Settings window.
  10. You will now see this folder in your folder list.
  11. Copy the mail folders that you are giving to Person B into this folder.
  12. When done copying, quit Outlook.
  13. If you are using a server or a flash drive to transfer this file to the next user, follow the steps . If you prefer to e-mail it, skip to the .

Person A - Transferring the files to Person B via the server or flash drive

  1. You should now have a .pst file on your desktop that includes the mail folders you are going to transfer to Person B.
  2. If you are using a server or flash drive, locate the .pst file on your desktop. Right-click and choose Copy.
  3. Locate your destination – the server or a flash drive and choose Paste.
  4. Give the jump drive to the recipient, or tell him/her where it is available on the server.
  5. You are ALMOST done. Please wait to hear from Person B before you go to .

Person A - Transfer the files to Person B via email

  1. You should now have a .pst file on your desktop that includes the mail folders you are going to transfer to Person B.
  2. Locate the .pst file on the desktop and change the file extension from .pst to .xyz
  3. Open Outlook and create a new message to the recipient (Person B).
    • You WILL get an error about Outlook not being able to find the .pst file. This is OK, just click OK and Cancel.
  4. Attach the file as you would any other attachment and send the message.
  5. You are ALMOST done. Please wait to hear from Person B before you go to .

Person B - Retrieve the files via server/flash or via email

  1. Person A should have told you where to locate the .xyz or .pst file.
  2. Double-click you’re My Computer icon, then locate and open Local Disk (C:).
  3. Locate and open the folder named Local Documents.
  4. Verify that you have a folder named Outlook-PST in this folder. If you do not have a folder with that name, create one in your Local Documents folder.
  5. Copy/paste from the server or flash drive, or Save As from your e-mail message, and place the file into the Outlook-PST folder.
  6. If you received the file by e-mail, locate the file and change the file extension from .xyz to .pst
  7. Open Outlook.
  8. From the File Menu choose Open, then choose Outlook Data File.
  9. Navigate to the Outlook-PST folder (in your Local Documents folder) and select your new file.
  10. Your new mailbox(s) should now be available to you in folder view, near the bottom of the list.
  11. Person B is done!

Person A - Delete your local copy

  1. After you confirm that the file has been received in a usable state, you are ready to delete the file association by following these steps.
  2. Close Outlook.
  3. Locate the .xyz file on your desktop and rename to .pst
  4. Open Outlook.
  5. Go to the Tools menu and choose Account Settings.
  6. Click the Data Files tab, then click the File to be deleted and click the Remove icon.
  7. Answer Yes in the confirmation dialog box and click Close to close the Account Settings box.
  8. Locate the .pst file on your desktop. Delete this file.
  9. Now, Person A is all done!