Office365 Outlook

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  1. Posts : 495
    Windows 10 Home 64bit 22H2 OS 19045.3324

    Office365 Outlook

    First apologise if this has been asked before.

    I have a small office with a Dell Inspiron 3470 which has a small SSD (128GB) and I have installed Office 365 Personal and moved the usual data folders and OneDrive folder to the D: drive. I am concerned that with the amount of emails that I receive the C: drive would soon be filled up.

    Is there a way for the emails to be sent to the D: folder when received and if so is it a good idea to do so?
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  2. Posts : 30,434
    Windows 11 Pro x64 Version 23H2

    Hi scopio.

    I would say it is a good idea as it gets it located with your other data which means it is backed up with your data. This is particularly important if you use personal folders that are only located only on this computer.

    This article talks about moving .ost file (file on your system with IMAP) mail accounts.

    If you are using a .pst file (Personal, only on this computer) you can look up how to move pst file in Outlook 2016 (Office 365, Outlook 2016 or now 2019 are all cut from same cloth).

    I would try to avoid a pst. I like all my mail accessible on all devices and if mail lives in cloud they back it up.

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  3. Posts : 495
    Windows 10 Home 64bit 22H2 OS 19045.3324
    Thread Starter

    Hi Ken and thank you for your reply.

    The article on the link you kindly attached above is most useful and after reading it I am glad that I have not yet added the IMAP account I would like to move the Data File to the D: drive.
    The account is a BTMail account which is used by the office administrator (a lady who is not all that savvy about computer tech stuff and keeps hundreds of emails, she does not delete emails at all!) I have to admit that on this kind of tech stuff I'm just as ignorant too!
    If I have understood the article correctly I need to first create a folder in the D: drive as follows:
    D:\Users\Church Administrator\Documents\Outlook Files\IMAP
    Secondly open regedit
    Navigate to HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook

    Right click on the key and choose New then click String Value.
    String Value: ForcePSTPath with D:\Users\Church Administrator\Documents\Outlook Files\IMAP
    Click OK
    After which the IMAP data files will be saved to the newly created folder D:\Users\Church Administrator\Documents\Outlook Files\IMAP
    I would appreciate if you would kindly confirm that the above is what I should be doing.
    The church does not use any other devices to access the emails and only uses an account for OneDrive and Office 365 so no need to move the email account data file to another drive.

    Thanking you in antecipation
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  4. Posts : 30,434
    Windows 11 Pro x64 Version 23H2

    Actually I would be using the Move process. Don't really recommend registry changes.

    Office365 Outlook-image.png

    I'm not sure how you are planning on using D: or should I say how you are planning to make the move. I would be using built in Windows processes to move a user's libraries. There is a series of these tutorial on moving libraries. This is one. At the bottom is the links to the other. Using this style of move a user does not need to know, per say, where there data is. They just use libraries like document, downloads, pictures the way they always have.

    Documents Folder - Move Location in Windows 10
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  5. Posts : 495
    Windows 10 Home 64bit 22H2 OS 19045.3324
    Thread Starter

    I have already moved the Contacts, Documents, Downloads, Favourites, Links, Music, Pictures, Saved Games, Searches, Tracing and Videos folders to the D: drive first using the Windows > Settings > Storage and then as per the link above and Moved OneDrive folder as per Microsoft recommended method.
    I don't have to move .ost file as the email will not be used. The data file I wish to move will be from an IMAP account so my question is does the
    Move the OST and recreate the account method still applies?
    Move the OST and recreate the account
    although I won't be moving the file I will be creating a new one before I add the IMAP account to Outlook 16.
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  6. Posts : 30,434
    Windows 11 Pro x64 Version 23H2


    I think you can just create the ost file as part of account and on advance tab steer it to the desired location.

    .ost files are just offline files used with IMAP and Exchange. You add folder they should add to server version. If you add to server they should appear in Outlook.

    They talk a lot about and in a lot of situations you can substitute for, or other services that permit IMAP.

    .pst files are usually associated with POP accounts. You download mail and file. Adding files in Outlook are not synced with server version.
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  7. Posts : 495
    Windows 10 Home 64bit 22H2 OS 19045.3324
    Thread Starter

    Okay, I'll create a folder in the D: drive as
    D:\Users\Church Administrator\Documents\Outlook Files\IMAP
    and create new ost file as per
    Move the OST and recreate the account method next week when I visit the office and post back with the result

    1. Open File, Account Settings or open the profile in Control panel, Mail.
    2. Click New
    3. Enter your username and password and let Outlook find your account information Select the Change account settings option, and then click Next
    4. Click More Settings (1)
    5. On the Advanced tab, click Outlook Data File Settings. (2)
    6. If you want to create a new .ost file, browse to the new location, (3) D:\Users\Church
      Administrator\Documents\Outlook Files\IMAP enter a filename, and then click
      Open. Outlook will create the new .ost file.
    7. OK your way back to Outlook then restart Outlook.

    Thanks for all your help
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  8. Posts : 30,434
    Windows 11 Pro x64 Version 23H2

    Lets know when things are operational. Good luck.
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  9. Posts : 882
    Windows 10 x64

    Please allow me to step in here.

    Yes ... I would also like to know how things went.
    Reason is that I prefer the use of .pst files over .ost, specifically because when using .ost files and in case your pc or laptop needs be serviced, then, basically, all email is accessible. Whereas .ost are basically requited to be stored on C:\ .pst files can be stored within a password protected area elsewhere.
    Office 365 is more or less forcing you to use .ost

    If synchronizing is not important, I believe one can still setup an email account using .pst on the desktop pc (and .ost on laptop).

    Otherwise one has to use this registry 'patch'.
    In case of any -new- Windows install, I guess this registry change should probably first be applied, prior to installing Office 365.
    Last edited by tfwul; 08 Oct 2018 at 00:22. Reason: Corrected text
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  10. Posts : 30,434
    Windows 11 Pro x64 Version 23H2

    While that is true, with an .ost file you can simple remove account.

    Certainly there are merits in both approaches.
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