The Owners' Manual | Issue 15 | Spring 2019

MANAGING OUTLOOK PST’S Everyone must manage their project related email and make sure, at projects end, that that information be saved within the project for future use. Please follow the general practice below as a recommended process to managing email content within Outlook.

BL Companies

Managing Outlook PST’s 1. Create Project Folders under your Inbox for each project you’re involved with. The format for the folder name should be “ PROJECTNUMBER-SHORTPROJECTNAME ”. Ex: “1900256-Target KOP”. Move emails from your Inbox into each respective Outlook Email Project Folder as you receive them. 2. You will need to create an Outlook PST file within the respective BL Project Folder on the server. • From the Home tab, pick the New Items More Items Outlook Data File . • Browse to the “ \Docs\Email “ subfolder under the job number you would like to create the PST file and name the file (jobnumber-login name).pst (Example 07D1004- DCampbell.pst) It should now show the new Data folder on your Outlook Folder List. • Right-Click on the new Data folder and pick “ DATA FILE PROPERTIES ”, then pick the “ ADVANCED ” button at the bottom • In the Name box, type “ Jobnumber “-” Job Name ” and then pick OK . 3. MOVE any emails that you no longer reference from each Email Project Folder into the respective PST file on the server. 4. When a project is completed MOVE the remaining emails from your Active Email Project Folder into the PST file and delete the folder under your Inbox.

There is more information pertaining to PST’s than can fit here in this tip. Please contact anyone in the IT Department for more information.

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