UF Exchange
Managing Mail
How to Retain Mail
Some individuals organize their mail by having folders as part of their Inbox. In UF Exchange, mail that you wish to keep permanently must be in a folder structure that you have created under your ‘Mailbox' – NOT directly under your ‘Inbox’. When your unit migrates to UF Exchange, mail in your ‘Inbox’ and ‘Sent Items’ older than 365 days will automatically be moved to your ‘Deleted Items’ folder with a corresponding folder structure. You will have 30 days to move the mail to a folder called ’Retain Permanently’ if you wish to keep it (you will create this folder using these instructions), or you may dispose of it manually or simply allow it to automatically delete after 30 days.
Make sure that you follow the instructions below in order to retain your mail permanently.
Creating a Folder Structure
1. Create a folder under your root 'Mailbox' (can be called 'Retain Permanently') - NOT under your 'Inbox'.
2. After your e-mail migrates and the initial mailbox management process runs, your folders will appear as shown below. You will have folders in your Inbox that you had in your old system. Any mail in those folders older than 365 days will have been moved to corresponding folders in the “Deleted Items” folder. Any mail in a folder structure that you had previously created directly under your ‘Mailbox’ will remain unchanged and *not* be deleted automatically. We recommend moving any such pre-existing structure under the ‘Retain Permanently’ folder that you created in step 1, above.
3. Select the folders you wish to retain permanently. In this example, the folder we want to retain is called ‘Temporary’ and exists under our ‘Inbox’. Right click and select “Move” from the menu.
4. Select the destination for the folder copy or move – generally somewhere under your ‘Retain Permanently’ folder:
5. At this point your original folder structure, along with any mail under that original structure, should exist under your ‘Retain Permanently’ folder and be removed from under your ‘Inbox’:
Moving Mail from 'Deleted Items' into 'Retain Permanently
If you have multiple folders, please follow the instructions called 'Saving Auto-Deleted Mail to a File'.
If you have few folders, you may simply prefer to select individual messages from 'Deleted Items' folder(s), and drag/move them to the appropriate folder under your 'Retain Permanently' folder. You can view a 5 minute video on this process by selecting UF Exchange - Manage My Mail.
Saving Auto-Deleted Mail to a File
1. The next step is to save any desired mail that has been automatically moved to the ‘Deleted Items’ folder by the automated process to a file. Start by clicking ‘File’ on your menu bar in Outlook and selecting ‘Import and Export’:
2. Select 'export to file':
3. Select a 'personal file folder (PST)'
4. Select the desired folder from under your ’Deleted Items’ folder and be sure to check the ‘include subfolders’ box:
5. Choose a location (file name) to export the contents to:
6. Confirm your choices and do not add a password. This should be the last step for the export process:
Import the Saved Mail to 'Retain Permanently'
1. Click on your ‘Retain Permanently’ folder (or the sub-folder below it in which you wish to import mail) so that it is highlighted. Now import your new .PST into your ‘Retain Permanently’ folder by again clicking file and selecting the ‘import and export’ option:
2. Choose 'import from another program or file':
3. Scroll down and select 'personal folder file (.pst)':
4. Navigate to the .pst file you just created and leave the 'replace' option selected
5. Select the top level folder that you exported, be sure that the ‘include subfolders’ checkbox is selected and select ‘Import items into the current folder’:
Ready to Use!
Any mail newer than one year from the inbox and your mail older than one year (from the 'Deleted items' folder) should be merged into a matching structure under the 'Retain Permanently' folder you have created.
You should only need to follow this procedure once. Once your e-mail folders are set up the way you like them, you can drag e-mail from your Inbox to 'Retain Permanently' folders at any time. You can even create a 'rule' to automatically move certain mail to the 'Retain Permanently' folders based on criteria you specify.
You may want to ask for help with this procedure. Contact your technical support person for assistance.