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University of Southern California Marshall Information Services

Exporting Outlook to a PST File Outlook 2010 for Windows

If you are leaving Marshall you will no longer have access to the contents of your Outlook account. For graduate students, the account remains open for approximately 90 days after you graduate but for faculty and staff, access can be terminated at any time. The steps in this guide cover how to copy the contents of your Marshall Outlook account to a PST file (Personal Storage Table) and must be performed while you still have access to your Marshall Outlook account. When you export to a PST file, the entire content of your Marshall Outlook account is copied into the PST file including email, calendar items, notes, contacts, and tasks. Note that Public Folder content will not be copied. To read the contents of your PST file you must use the client (software) version of Outlook. To keep your PST at a manageable size, we recommend that you perform a mailbox clean-up prior to creating a PST file.

Part A: Accessing the Client Version of Outlook You must use the client version of Outlook to create a PST file – it cannot be created using the web version of Outlook or from a smartphone. There are several methods of accessing the client version of Outlook:

Marshall Lab Computer – All of Marshall's lab computers and instructor stations have the client version of Outlook installed and thus allow you to create a PST file. The labs are located in the Crocker Library, the Accounting Library, and the Graduate Computer Lab on Popovich Hall 201J.

Virtual Lab (see appendix) – Marshall's Virtual Lab (Citrix) allows you to run the client version of Outlook from any computer, even if it does not have Outlook installed, through a virtual window. Once connected to Outlook through the virtual lab, you can create the PST file. Instructions for connecting to Outlook through the Virtual Lab are in the appendix of this handout. If you do not have Outlook configured on your home computer or have access to the computer lab then this method will probably be the fastest for you.

Configure Personal Computer – If you have Outlook 2010 on your personal computer you can configure it to connect to Marshall's Outlook exchange server and perform the export from your personal computer. Instructions for configuring your personal computer for a connection to Outlook can be found at: http://info.marshall.usc.edu/dept/training/Pages/Email.aspx#OutlookClient

Marshall Office Computers (Faculty & Staff only) – If you are a Marshall faculty or staff member, the client version of Outlook should be installed on your Marshall office computer and you can perform the steps from there.

1. Start the client version of Outlook using one of the four methods described above. 2. Log in using your Marshall username and Marshall password.

Part B: Creating the PST File These steps are performed from within the client version of Outlook (see Part A above). 1. From within Outlook, click the "File" tab located in the upper left corner. 2. Click "Options" 3. Click "Advanced" located in the left column. 4. Click the "Export" button.

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5. Select "Export to a file". 6. Click "Next".

7. Select "Outlook Data File (.pst)". 8. Click "Next".

9. At the top of the list, select the name of your mailbox. Note that this might also be in this format: username@marshall.usc.edu.

10. Check "Include subfolders". 11. Click "Next".

12. Click the "Browse" button and specify a location to save the file. IMPORTANT: If you are using Outlook through the Virtual lab then only save to your N: drive or "C$ on Client". All other locations are virtual and will lose your file when you terminate your virtual session.

13. Click "Finish". (Note that it can take some time to create the PST file.)

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Part C: Viewing the Contents of your PST File To view the contents of the PST file you created in Part B, you must have the client version of Outlook on your computer. Outlook Express or Smartphone apps cannot be used to open a PST file. (Note that this does not require a connection to an Exchange server and can be used offline. To open the PST file without connecting to an exchange server, you can create a profit but decline to create an email account.) 1. Launch Outlook. 2. If you get the first time use prompt and do not wish to connect to an Exchange server, follow the steps to create the

profile but decline to setup an email account. 3. Once you are in Outlook, click the "File" tab then "Open". 4. Click "Open Outlook Data File". 5. Select the .PST file you created Part B and click "OK".

Closing the Link to the PST File If you would like to close the link to your PST file, follow these steps: 1. Right click the Outlook Data File on your Outlook Folder List. 2. Click "Close 'Outlook Data File'".

6. A link to the file will appear at the bottom of your outlook folder list. Click the small triangles to expand the list and view PST file's content.

Note about Linking vs. Copying The steps in this handout create a link to your PST file; they do not copy the contents of the PST file into an Outlook account. If you delete the PST file the contents will no longer be available on your folder list. You are merely using Outlook as your viewer. If you wish to copy the contents of your PST file into your Outlook account rather than just linking to it, use "File – Open - Import" rather than "File – Open – Outlook Data File".

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Appendix – Accessing Outlook through the Virtual Lab (Citrix)

The instructions in this appendix cover how to access Outlook through the Virtual Lab from any computer.

Logging into the Virtual Lab If it is the first time your local computer has accessed the Virtual Lab, your computer will need to download and install the Citrix Receiver. Please follow the onscreen instructions to complete the process. Note that you will only have to perform these steps once on a specific computer.

1. Log into MyMarshall at: http://mymarshall.usc.edu 2. Click the “Services” tab located within the Marshall Explorer. 3. Click “Faculty Virtual Lab” or "Marshall Virtual Lab (Citrix)" if you are a student. 4. At the prompt, type your username and Marshall password. 5. Click “Log On”.

Instructions for First Time Use If this is the first time your local computer has accessed the Virtual Lab, your computer will need to download and install the Citrix Reciever. Note that you will only have to perform these steps once on a specific computer. If you have already completed the steps in this section, proceed to step 6 on page 5. A. After completing step 5 above, if you get the “Install”

button, click it. B. You should be taken to the Citrix downloads website.

Click the “Citrix Receiver” link. C. Click "Download Receiver for Windows".

D. When prompted, elect to save the file. E. Locate the file (CitrixReceiver.exe) you saved

in step D above and double click it to run it.

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Citrix Receiver Applications (Continued) 6. Click the "MS Office 2010" folder to open it. 7. Click "Outlook".

8. Once you have logged into Outlook, go to Part B, step 1 located on the first page of this guide.

Instructions for First Time Use Continued

F. When prompted, click "Run". G. When prompted, click "Install". H. Once the installation is complete,

you will be told to restart your computer. You must restart your computer sometime prior to using Citrix.