This method is the simplest way to review and export selected messages. You select which messages to export, to ensure that personal, confidential and proprietary information are not copied out unless you have appropriate permission. See the information on how to Classify and handle University data securely.
This method also works well if you want to create a single export from multiple accounts.
We recommend this method for exporting private messages that you want to retain when you leave the University.
- Open a Windows version of Outlook (not New Outlook)
- Select Home > New Items > More items > Outlook Data File
- Choose a location to save the data file and give it a suitable name
- Select Add Optional Password, then OK
- Enter and confirm a password, select Save password, then select OK
- To copy a whole folder of messages:
Select the folder and choose Folder > Copy Folder (or right-click on the folder and choose Copy Folder). Browse / scroll down through the list of folders and select the Outlook data file that you created (or a folder within it), then select OK - To copy a single message or multiple selected messages:
With the message(s) selected in the message list, select Home > Move > Copy to Folder. Browse / scroll down through the list of folders and select the Outlook data file that you created (or a folder within it), then select OK - To copy messages from a search:
Run your search, select all messages in the results list, then select Home > Move > Copy to Folder. Browse / scroll down through the list of folders and select the Outlook data file that you created (or a folder within it), then select OK - Once you have copied all required messages, close Outlook
- Browse to the location you selected for the Outlook data file, and copy it as required