→ → → Managing Space with On My Computer Folders - Outlook for Mac 2.13. Managing Space with On My Computer Folders - Outlook for Mac To avoid reaching your quota of storage space on your mail service, Macintosh Outlook users can move messages to folders designated as On My Computer within Outlook. This stores them on the Mac's hard drive while still allowing them to be viewed within Outlook on the computer. Items moved to On My Computer folders will not appear in Web Outlook or when accessing your email on a different computer or mobile device, however you can manually move or copy them back if needed. Be sure to back up messages stored on your computer in case Outlook crashes.
To do this, include the Microsoft User Data folder within your Documents folder when backing up your Mac. Instructions below will help you view the On My Computer folders, manually move messages, and set up archiving to automatically move old messages in Outlook 2016 and 2011.
A bulk move of information via Exporting and Importing may be preferred if you want to store items from an account that is being disabled. Viewing On My Computer Folders Outlook automatically creates a set of default folders labeled On Your Computer. Follow these instructions if you do not see them in the folder list to the left of the Outlook mail window. With Outlook open, click on the main drop down menu ( Outlook in the upper left) and select Preferences.
Select the General icon under the Personal Settings heading. De-check the options to Group similar folders. And Hide On My Computer folders.
You will now see the On My Computer heading in the left Mail folder pane of Outlook. You may need to scroll down to find them, and click on the triangle to the left of the heading to expand and view subfolders. If you would like to create folders other than the default ones listed under On My Computer:.
Outlook for Mac doesn't use PST as format, it stores messages in a different way shown here, messages individually,Categories,Folders,Images,etc. If you want to manually delete the Database, you'll need to move it to the trash and if. Sep 10, 2017 - By default, the folder list in Outlook 2016 for Mac is grouped into similar folders. NOTE: The On My Computer folder is used for POP accounts.
Press the control key on your keyboard and click on the Inbox under the On My Computer heading. Select New Folder from the menu that appears.
An Untitled Folder will appear under the Inbox. Rename the folder if desired, and drag it up to the On My Computer heading to move it from being a subfolder of the Inbox. Manually Moving Messages At any time you can move messages from folders on the mail server to On My Computer folders. In Outlook, click on a message or range of messages from a folder on the mail server to highlight/select. Click and hold on a selected message, then drag it to the desired folder under the On My Computer heading in the folder list on the left. NOTE: By default, dragging messages will copy instead of moving them so you may still need to delete the messages from the original folder.
To skip this step you right-click on a message, select Move and indicate the desired folder on your computer. Alternatively, hold down the 'cmd' (Command) key whilst dragging the messages to the new location. Notice that there's no plus icon next to the mouse pointer which indicates that you are moving the messages rather than copying them. The picture below shows 4 selected messages being dragged from the Inbox folder of an account called Columbia 1 to the Inbox folder under On My Computer. In addition, don't forget that a large number of messages may be in your Sent Items folder, and the Junk Folder.
These should also be either moved to 'On My Computer' or deleted. Finally don't forget to empty your 'Deleted Items' folder as this also counts towards your storage quota. This completes this process. If you want to learn how to automatically archive messages then please read the next section. Setting Up Archiving Using Rules Setting up a rule allows you to move messages that fit a certain criteria, such as their age, to another location such as the On My Computer folders. With Outlook open, select Tools from the uppermost menu, then Rules from the drop down that appears. Click on Exchange under the On My Computer heading in the left column of the window to highlight it, then select the + (plus) sign at the bottom of the window to add a Rule.
In the Rule Name field of the next window, type in a description for the rule you are creating. This will appear in the Outlook Rules window (shown above) if you need to review, modify or delete it in the future. Set additional criteria for the rule. To have all messages that are older than 180 days (approximately 6 months) moved from your account on the server to your Inbox on the computer, select the following:. In the When a new message arrives: section, change the first drop down to Date Received; the next to Is Greater Than; and type 180 in the days old field.
If you have more than one email account configured in Outlook on your computer, click the + (plus) button to the right of days old to add the next rule condition and set it for Account - is -. In the Do the following: section, select Move Message - Inbox (On My Computer). NOTE: if there is another folder on your computer you prefer to use it is ok to select this, just make sure it is labeled (On My Computer). Folders not labeled as such are on the mail server and will still count towards your quota. If there is an additional row for rule criteria, select the - (minus) button to its right to remove.
Make sure Enabled in the lower left of the window is checked and click the OK button. Click the red button in the upper right corner of the Rules window to close it and return to your Outlook mail. Select Messages from Outlook's topmost menu, then Rules - Apply - 180 Day Automatic Archive to run the rule.
Depending on how many old messages you have it may take a few minutes to complete the archive. Archived messages will now appear in the On My Computer folder selected in step 4c above.
. Open up a smart folder or add search criteria to a Finder Search. Press the option/alt key and press the '.'
Button. Change the option grouping to 'NONE'. Add the necessary filter criteria to exclude the right file types.
Save Here are the parameters for the NONE section:. File extension is olk14MsgSource. File extension is olk14MsgAttach. File extension is olk14MsgFolder.
File extension is olk14ExSyncMap. Kind is Other: olk14message (actual email messages). Kind is Other: olk14event (actual calendar events) Once you add these filters to your smart folder's search criteria, you can once again enjoy 'normal' searches and escape all of the clutter. Why is This Even a Post I'd Write? What's Wrong with Outlook & Finder on Mac? I am a recent convert from Windows to Mac. Overall, the transition has been fairly easy.
I absolutely love the immediacy of powering on as well as waking up from sleep mode. It's pretty close to instantaneous, which is something that Windows, although getting better, has never been able to do for me. I also love the serious battery life I get from this powerful machine. That being said, there are a few annoyances that I still face.
I missed window snapping from Windows but I found a great $1.99 app called, which is the best $1.99 I've spent in a long time. Another problem I've had is with Finder and the smart folders.
It is pretty amazing how bad Finder is when you consider how advanced Apple is in so much of its software design. Anyway, at work we are an Exchange/Outlook shop and haven't embraced Google Apps. That was a difficult adjustment to go back to Outlook from Gmail/GCal, but it's doable. My main complaint though is that since Microsoft uses the Spotlight search engine in OSX to power its Outlook search, all (AND I MEAN ALL) files that are modified and created by Outlook appear in finder search results. I like using 'recent' smart folders that will show either files or folders that I've recently opened or modified. Unfortunately, there are hundreds, if not thousands, of small emails and files that are constantly being opened and modified by the system when Outlook is running.
So, if you click on the recent files folder, you end up seeing a sea of email messages and temp attachment files instead of the actual documents, images, etc. That you were recently working with. After multiple searches I couldn't really find an easy way to exclude those types of files from appearing in the finder search.
I eventually stumbled onto. In there, I saw a tip that if you press the alt/option key you can create an option group to change the search criteria from AND, OR, & NONE. These groups can be combined and with that I knew what to do. (BTW, this is anything but intuitive. So much for Apple always being so easy to use). By having that NONE option, I was able to add the right criteria to remove all Outlook items from my search folders. Here it is again so you don't need to scroll up if you haven't already added this to your finder's search criteria.
Here are the parameters for the NONE section:. File extension is olk14MsgSource. File extension is olk14MsgAttach. File extension is olk14MsgFolder. File extension is olk14ExSyncMap. Kind is Other: olk14message (actual email messages). Kind is Other: olk14event (actual calendar events) Once you add these filters to your smart folder's search criteria you can once again enjoy 'normal' searches and escape all of the clutter.
I hope that the new Office for Mac that is rumored to be developed will fix this problem so it won't be necessary. We'll have to see. However, the truth is that I'd be happier on Gmail anyway.
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