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Global Relay PST Export – Outlook 2010 of 12

Copyright © 1999-2013 Global Relay. Confidential & Proprietary. All Rights Reserved. Not to be reproduced or distributed without permission.

Global Relay PST Export – Outlook 2010

User Guide February 2013

Copyright © 1999-2013 Global Relay. Confidential and Proprietary. All Rights Reserved. Not to be reproduced or distributed without permission.



Contents Introduction .......................................................................................................................... 3

Before You Begin ................................................................................................................... 3

Exporting your PST file from Outlook ........................................................................................ 4

Opening your PST file in Outlook .............................................................................................. 8

Copying PST Contents to your New Email Account (Optional) ...................................................... 10

Determining the Size of your PST File ................................................................................. 10

Copying the Contents of your PST File ................................................................................ 11

Legal Information ................................................................................................................. 12



Introduction Information in Microsoft Outlook 2010 can be exported to an Outlook Data File (.pst), which provides a way to transfer messages to another computer, account or backup. Folder properties such as permissions and views are not preserved when you export to a PST file; only the content itself is exported (messages/emails). Once the exported PST file is imported back into Outlook, you can optionally choose to move the files to your new email account, provided you have enough space available in the account.

Before You Begin We recommend you have at least 10GB of free space before exporting a PST file. Depending on the size and number of messages you are exporting, the PST file can consume a lot space on your computer.

To see how much available space you have:

1. From the Desktop or Start menu, open Computer or My Computer.

2. Select your C: drive. The available space displays as “Free” either below the hard disk drive or at the bottom of the window.



Exporting your PST file from Outlook

1. In Outlook 2010, from the File menu, select Open and then click Import. The Import and Export Wizard launches.

2. Select Export to a file and then click Next.



3. In the Create a file of type options, select Outlook Data File (.pst) and then click Next.

1. From the Select the folder to export from options, locate the appropriate account and select the account as shown below.

2. Select the Include subfolders checkbox and then click Next.



3. When prompted for a location to save the PST file, review the current location and file name.

4. To select a new location or change the file name, click Browse, select a new location, somewhere easy to find like your Desktop or Documents folder, rename the file, and then click OK.

NOTE: If changing the file name, enter a meaningful name, as shown in the following screenshot. Do not use any special characters, such as ampersands or apostrophes.

5. Click Finish.



6. If a dialog appears with Password fields, set up the appropriate information:

• If you have company policies governing passwords, follow those guidelines.

• If you are unsure of whether there are any company policies, consult your Network Administrator.

• If there are no policies or if these policies permit, you may leave both password fields blank.

Depending on the quantity of email you are exporting, it might take a while to save the file. Do not restart or turn your computer off.

NOTE: If you think the process has stalled (frozen), consult your local Network Administrator before taking any action.



Opening your PST file in Outlook

In Outlook 2010, you can open your saved PST file. There are several ways of opening it:

• Open the PST file in Outlook below your old email account. This way you will have access to your old account, your saved PST file and your new Global Relay email account.

• Remove your old email account and open the PST file in Outlook beside your new email account. This way, you have access to the saved PST file and your Global Relay email account. NOTE: We highly recommended you consult your local Network Administrator before removing your old email account.

• Create a new Outlook Email Profile for your new Global Relay email account and open the PST file there.

Regardless of which option you choose, use the following procedure to open the PST file in Outlook 2010. At this point, the PST file contains all of your old email messages and is stored locally (on your own computer), not in your new email account with Global Relay.

For instructions on how to copy your old messages to your Global Relay email account, see the Copying PST Contents to your New Email Account section of this Guide.

To open your .PST file in Outlook:

1. From the File menu, select Open, and then click Open Outlook Data File.



2. Locate and select your saved exported file, and then click OK. Your file is added to the Outlook 2010 directory tree in the left All Mail Folders pane.

3. If necessary, next to the newly added file, click the arrow to display its contents.



Copying PST Contents to your New Email Account (Optional)

This procedure is optional and how you perform it depends on the size of your PST file:

• If the PST file is smaller than 8GB, use the procedure outlined in this section.

• If the PST file is smaller than 8GB, we recommend you keep the PST file and your new email account separate.

Determining the Size of your PST File 1. Locate your PST file, right click it and then select Properties.

2. In the Properties dialog that displays, note either the Size or Size on disk value, whichever one is larger, to determine the file size. We recommend you ignore the bytes totals.



Copying the Contents of your PST File Your Global Relay Inbox size limit is 10GB total (maximum). To ensure optimal performance, keep your mailbox under this limit; the more files Outlook has to synchronize, the longer it takes to update your Inbox and subfolders.

NOTE: It might take some time to synchronize large groups of messages. We recommended you drag-and-drop email messages in groups of up to 20 at a time; it is not uncommon for Outlook to display a “Not Responding” message during the transfer. Be patient and it will take care of itself eventually.

1. Select the Inbox of the open .pst in Outlook 2010.

2. Drag-and-drop the desired emails, up to 20 at a time, to your new account. To select groups of email, press the Shift key when you click to select email. NOTE: You can drag-and-drop an entire sub-folder over your new Inbox if you would like to transfer the entire folder and its contents. We do not recommend you perform this action on the Inbox itself.



Legal Information Global Relay, by publishing this document, does not guarantee that any information contained herein is and will remain accurate or that use of the information will ensure correct and faultless operation of the relevant service or equipment. Global Relay, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained herein. Nothing in this document is intended, nor does it, alter the legal obligations, responsibilities or relationship between yourself and Global Relay as set out in the contract existing between us. Global Relay will not be liable for any compliance or technical information provided herein.