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Customising Outlook email settings

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The documentation team has a common mailbox for storing common documentation related emails. To send an email to this box, address it to "Documentation Team". To view the emails stored there, you need to add the mailbox to your Outlook email profile. See Jump down to subject how to add an existing mailbox.

In no time at all, your inbox will fill up with all types of emails personal, business, work groups, documentation team, subscription lists, spam, social club, sport lists, regional (Sydney all), etc. and you should filter, sort, and delete or store them appropriately to keep your inbox clear.

Microsoft Outlook can be customised to suit your email requirements. You can add custom folders to store any email you wish to keep and move them out of your inbox. See Jump down to subject How to create a new Personal Folder in Outlook, and Jump down to subject How to open an existing Personal Folder in Outlook.

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To add an existing mailbox:

  1. In Outlook, on the Tools menu, select E-Mail Accounts.
  2. Click View or change existing e-mail accounts, and then click Next.
  3. In the list, click the Exchange account type, and then click Change. For example, the Outlook mail server type is "Microsoft Exchange Server".
  4. Click More Settings, and then click the Advanced tab.
  5. Click Add, and then type the mailbox name of the person whose mailbox you want to add to your user profile. For example, to add the documentation team mailbox, enter "Documentation Team" (without the quotes).
  6. Click OK | OK | Next | Finish.
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To create a new Personal Folder in Outlook

  1. In Outlook, from the menu, select Tools | Services.

    The Services dialog will display.

  2. Click Add.

    The Add Service to Profile dialog will display.

  3. Scroll down and select Personal Folders.
  4. Click OK.

    The Create/Open Personal Folders File dialog will display.

  5. Navigate to the desired location, enter an appropriate filename and click OK.

    Note Note

    The default Outlook location for Personal Folder files is under your login profile,
    (i.e.: C:\Documents and Settings\<YourLoginName>)  and then
    \Local Settings\Application Data\Microsoft\Outlook\.

    Tip Tip

    You should keep your personal profile files on the network so that they are backed-up regularly. There should be a section provided under your business network drive for you to create a personal folder and store your emails there.

    The Create Microsoft Personal Folders dialog will display. The default names the file "Personal Folders". This is the name which will display in the Outlook Folder List. You should enter an appropriate name to suit the category of emails you intend to store within the folder.

    Leave the other default settings to Compressible Encryption and with no password.

  6. Click OK, and OK again to close the Services dialog.
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To open an existing Personal Folder in Outlook

  1. In Outlook, from the menu, select Tools | Services.

    The Services dialog will display.

  2. Click Add.

    The Add Service to Profile dialog will display.

  3. Scroll down and select Personal Folders.
  4. Click OK.

    The Create/Open Personal Folders File dialog will display.

  5. Navigate to the file and click Open.

    Tip Tip

    Microsoft Personal Folder files are named with a ".pst" extension.

    The Personal Folders dialog will display the properties of the your Personal Folder.

  6. Click Open and note that the folder name displays in the Services list.
  7. Click OK to close the Services dialog.
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