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An efficient way to reduce the size of your Outlook Data File (.pst) or Exchange mailbox is to regularly archive older items. Unlike a traditional backup in which a copy of Outlook items is made, archived items are moved to a separate Outlook Data File (.pst).
For example, Microsoft Outlook email is archived in a personal storage (PST) file. Archive folders are data files that are based on your computer system, not the email server. 3. Set up your own archive folders, also known as personal folders, if you want more control over which messages go to which locations.or example, Microsoft Outlook email is archived in a personal storage (PST) file. Archive folders are data files that are based on your computer system, not the email server. 3. Set up your own archive folders, also known as personal folders, if you want more control over which messages go to which locations.