Purpose

This document will illustrate the steps necessary for you to archive your ship emails into an export .pst file for extraction at the end of the expedition. This pst file is a standard Microsoft Personal Storage Table .pst export file and is ready available for import into other various email systems.

This document is structured into two parts, your profile setup and email export. The four Windows 10 PCs in the Lower Tween Science Study (referred to as the Userroom) have Microsoft Outlook clients installed. The client is necessary for the exporting and extracting of your email messages. No export function is available through the Outlook Web App (OWA).

Step 1. Organizing your inbox before archiving

Organize your inbox and subfolders before proceeding. Delete the contents of Deleted Items, Junk Email and any other subfolders not desired. If this step is omitted the contents of these subfolders will be included in you archive .pst export file.

Step 2. Setup your profile

Pick one of the Userroom PCs for your email export and configure your profile on that PC as illustrated.

Start by clicking on the Windows Start Menu, left-click the flag in the lower left corner of a Windows screen. Type Outlook and a selection will appear, left-click this selection and the following dialog box appears.

Click the New… button to enter your Profile Name. Type jrs_<your_lastname> and click the OK button.

The Add Account dialog box opens. Enter your name, ship email address and password as illustrated in next image.

Click the Next button and enter your email password again.

The dialog box should show your account is being setup.

When done check the Change account settings box located at lower left in dialog box.

The next dialog box shows the Use Cached Exchange Mode is checked. Un-check this box.

Make sure the Use Cached Exchange Mode box is un-checked and click the Finish button.

You should now be prompted for your Profile Name. Click on the drop down list box and select your profile if not already presented and click the OK button.

You may be prompted for your email credentials before access to your email account.

Your profile setup is complete. Proceed with the next section on exporting your email.

Step 3. Exporting your emails

Login with the Outlook client and click on File tab on menubar above the ribbon.

Click on Open & Export selection on left vertical menu bar.

Select Import/Export option.

Select Export to a file option and press Next button.

Select Outlook Data File (.pst) option and press Next button.

Select/highlight your email name at the top of the dialog box and check Include subfolders box. Press Next button.

Check the radio button for Allow duplicate items to be created and the Browse button to give your .pst file a name and location to save it, see following image for Browse button dialog box.

NOTE: What the three options mean

Replace duplicates with items exported
If a duplicate item is in the export file location it will be replaced with the latest item being exported.

Allow duplicates items to be created
If a duplicate item is in the export file location it will be duplicated. This means you will have multiples of the same item in the same PST file.

Do not export duplicate items
If a duplicate item is in the export file location it will NOT be replaced with the latest item being exported. You will keep the original file in the PST file.

Browse button dialog box example. Generally, use your email name <jrs_lastname> for .pst filename and Desktop for location to save the file. Press OK button when done.

You will be prompted for a password if you want to password protect your .pst file. Make sure Save this password in your password list box is not checked or the computer will remember your credentials and be able to open your .pst file. Press OK button to create your exported .pst file.

Since Desktop was used for location you should see your .pst file on the Desktop after export process has completed.

You can now copy this file for take-home on the media of your choice.

WARNING:

After copying your .pst file make sure to delete it and empty the trash on the computer where you created this export file.

How to use the output file

A PST file is generated by the above process. The file may be imported using either a Mac or PC Outlook client.

Mac Outlook (Command+space "outlook")

Menu File > Import is available when you are connected to an existing account.

PC Outlook (Start menu "outlook")

Clicking on the File menu yields another dialog. Select this option to open a PST file

In both interfaces, the imported content displays as a subfolder of the mailbox. The underlying file may be freed for other file system maintenance (rename, move, etc.) by "deleting" the subfolder (context menu > Delete) in the Outlook UI.

Reference

Archiving your emails for take-home.docx
Archiving your emails for take-home-20191003.pdf
Archiving your emails for take-home-20190311.pdf