. Managing Space with On My Computer Folders - Outlook for Macintosh While CUMC email accounts have 50GB of storage space, Mac users with the need for more space can use folders designated as On My Computer within Outlook. These folders and messages or other items stored in them sit on the Mac's hard drive and do not count against your CUMC account's storage space. Items moved to On My Computer folders will not appear in Web Outlook or when accessing your CUMC 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, and to run a bulk move of messages Outlook 2016 and 2011.
I haven't found any documentation which specifically speaks to opening another user's non default calendar on Outlook for Mac. I know how to do it on Outlook for Windows. You can see if the calendar is in the list. File--> Open --> Other Users Folder. Change the Folder Type to Calendar, then you can search for the calendars by name. In Outlook 2013 and 2016, use the Sharing invitation to share calendar folders. Right click on the folder you want to share and choose Share > Share [folder name] to open the sharing invitation. Select the addresses from the Global Address List (GAL) and select the desired permissions.
A bulk move of information via 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:. 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. Folders that are stored on the mail server will be listed under the heading name that was used when setting up your CUMC email account in Outlook.
To verify the name, select Tools - Accounts from Outlook's uppermost menu. Click on an account the left column of the Accounts window to view its details in the right. Your CUMC Exchange account will have [email protected] in the E-mail address field, and read Exchange. Under the account name at the top. In the image above, the account name is Columbia; this will be the heading that appears at the top of the folder list in Outlook mail. Any folders under this heading exist on the mail server.
You can also log in to, which will only show folders, messages and items that are stored on the mail server. 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. 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.
Set Up an Archive 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. NOTE: Rules in Outlook for Mac are only run when a new message comes in. Due to this, a rule based on a message's age will NOT automatically archive old messages, however you can set up the rule and run it when needed to perform a quick, bulk move of old messages.
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. To run the rule you must Select All messages in the desired folder. Click any message in the folder you'd like to archive, then click Edit - Select All from Outlook's topmost menu (or press the Option - a keys on your keyboard to Select All).
However, on some occasions Outlook doesn’t work quite as it should. A good example of this is when you switch on your computer and find that Outlook cannot open the default email folders.
This information is usually relayed as an error message, one that leaves you with the choice of opening a system folder as an alternative. The error message may be displayed as: Unable to open your default e-mail folders. The information store could not be opened. Would you like to open your default File System folder instead? Or Unable to open your default e-mail folders. You do not have permission to log on. Would you like to open your default File System folder instead?
While the offer is kind, opening a system folder isn’t going to help you to display your emails. This type of fault is usually traced to a corrupt OST file, however there are a number of other things to check first of all. Reboot and Compatibility Mode There are various reasons why Outlook might display this error message, from problems with the OST file to issues with other applications and add-ins causing a problem. The very first thing you should do is to restart your computer and try again; it isn’t unheard of for Outlook to fail to run correctly due to a conflict with another application that has failed to launch correctly. Next, and for users of older versions of Outlook (pre-2007), try launching in compatibility mode. This is done by opening Start All Programs Microsoft Office right-clicking Microsoft Outlook and selecting Troubleshoot compatibility.
Follow the instructions displayed in the Compatibility Wizard to continue, and shortly you should be able to run Outlook and view your default folders. Safe Mode and Disk Space If you suspect an is causing the problem (for instance you might have an anti-spam tool that acts as an Outlook plugin or “add-in”) then you will need to open Outlook in Safe Mode. To do this, exit the program fully, and then press WINDOWS+R to open the run box. Enter the following text and press OK. Outlook.exe /safe (you might also use the full file path, such as: C: filepathtooutlook outlook.exe /safe Note in both examples the space before the “/”.) With Outlook running successfully in Safe Mode, you should be able to access your default folders; the next step is to determine which add-in was causing the problem. Your first step here should be to uninstall all add-ins via Start Control Panel Uninstall a program, and then reinstall each in turn, starting and closing Outlook between each. As add-ins are typically provided by third party developers, there is no guarantee that several of these applications will work at once, so you may have to decide to discard with them altogether.
One other thing you should check is the remaining disk space on your computer. If Outlook has difficulty opening the OST file then this might be because there is not enough space to do so. Clearing temporary items with Start All Programs Accessories System Tools Disk Cleanup is a good starting place, but if this doesn’t help use a utility such as WinDirStat (available from ) which offers a graphical representation of your hard disk usage. This is a great tool for finding space that you can free up. Resolving OST Corruption In the worse-case scenario, such a problem with Outlook might indicate that the OST file has become corrupt, leading to the error message informing you that Outlook cannot open default email folders. The OST (Offline Storage Table) file is created by Outlook to handle an Exchange mailbox when your computer is offline.
Such a scenario might occur if you are using a laptop, for instance. If this issue is affecting you, the following message would be displayed: Cannot open your default email folders. The file filename.ost is not an offline folder file. The error is usually caused by data corruption, although an inability to open the Exchange mailbox on the computer or an incorrectly configured account can also result in this problem. Using the error message, you should be able to use your Windows search function to find the OST file that is experiencing the problem.
![]()
There are two things you should do next. First, make a copy of the OST file, and save this either in the same folder (with the default Copy of prefix) or elsewhere. Second, use the ScanOST utility (found in C: Program Files Common Files System Mapi 1033 scanost.exe by default) for Outlook versions prior to 2010 and check the OST file named in the error for problems. This will resolve the majority of corruption errors. If fixing the OST file doesn’t resolve the issue, or you are using, delete the original file (you should make sure you have a copy before doing this) and with your computer connected to the network and able to access the Exchange server (you might check via Outlook Web Access or by pinging the server) restart Outlook; the email application should create a new OST file, and the issue will be resolved. Choosing the Right Solution So there are several reasons why errors concerning the default email folders in Outlook might occur, and as such a good selection of fixes.
Your best option is to use the fix most appropriate to your situation and the error message that you received, and above all, remain patient, as issues such as this can be unnecessarily frustrating. Let me know if you have any questions via the comments section below.
References Changes in Outlook 2010, Screenshots provided by author.
Comments are closed.
|
AuthorWrite something about yourself. No need to be fancy, just an overview. ArchivesCategories |