Don't save my POP3 e-mail messages in the Microsoft Exchange Inbox

If your profile contains both a Microsoft Exchange and POP3 e-mail account, and the default setting is to deliver all new e-mail messages to the Exchange mailbox, then all new messages that you receive in both accounts are kept in the Exchange Inbox. Your downloaded POP3 messages will not be kept in a separate Outlook data file, but are stored in your Exchange account.

If you want to keep your POP3 e-mail messages separate from the e-mail messages in your Exchange account, you can change the delivery location for the POP3 e-mail account to a Personal Folders file (.pst). This allows you keep the messages from POP3 accounts, such as a personal e-mail account, from being combined with your Exchange account messages and saved on your company servers.

Note   You can access your Exchange account messages from multiple computers and when using Microsoft Office Outlook Web Access. Messages in a .pst file, however, are only available on the computer where the file is saved.

  1. On the Tools menu, click Account Settings.

    The Account Settings command is missing

    The Account Settings command is on the Tools menu in Microsoft Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  2. Under Name, select the POP3 e-mail account that you want to change, and then click Change Folder.

  3. Do one of the following:

    • Use an existing .pst file    

      If a Personal Folders file (.pst) already exists, you can use it. By default, a .pst file appears as Personal Folders unless you have provided a custom name for it.

      1. Select the folder in the .pst file where new e-mail messages sent to your POP3 e-mail account will be saved.

      2. Click OK, and then on the Account Settings dialog box, click Close.

    • Create a new .pst file    

      1. Click New Outlook Data File.

      2. Select the .pst file type that you want, and then click OK.

        Unless you will need to use the .pst file with an Outlook 2002 or earlier release, your should use Office Outlook Personal Folders File (.pst).

      3. In the File name box, type a name for the .pst file, and then click OK.

      4. In the Create Microsoft Personal Folders dialog box, in the Name box, type the name as you want it to appear in the Outlook Navigation Pane, and then click OK.

        Create Microsoft Personal Folders dialog box

        1. We recommend that you type the name as you want it to appear in the Outlook Navigation Pane. Changing the display name of your .pst file from Personal Folders to something more meaningful to you helps to distinguish different Outlook data files when you work with more than one .pst file.

        2. If you want, you can add a password to the data file.

        Your password can have up to 15 characters.

        Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see Help protect your personal information with strong passwords.

        It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

        Important   Microsoft, your Internet service provider (ISP), or your e-mail administrator does not have access to your password.

        3. If you select the Save this password in your password list check box, make a note of the password in case you need to open the .pst on another computer. Select this check box only if your Microsoft Windows user account is password-protected and no one else has access to your computer account.

      5. On the New E-mail Delivery Location dialog box, click OK, and then on the Account Settings dialog box, click Close.

Note   You can also save RSS Feeds to a .pst file using these same instructions. At step 2, click the RSS Feeds tab, and select the RSS Feed to change. Repeat for each RSS Feed that you want to change. If your Exchange storage quota is almost used up, this is a way to avoid using additional storage on the server.

Applies To: Outlook 2007



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