6.1. Outlook Data Files
You may know Outlook data files as ‘pst’ files or archives.
Definition: An Outlook pst file is a single data file potentially containing
many Outlook items (mail, calendar, folders, contacts, tasks etc.).
It is important to understand if your data is currently in a pst, what that pst file is
called and most importantly where that pst file is located.
A pst file can typically contain a similar folder structure to your main mailbox.
Items can be moved to a pst file using the Outlook Archive, AutoArchive processes or
they can be moved manually.
Important: A pst file may contain many items (within that single file),
this single file and the data it contains does not reside on your current or future mail
server. A pst file will reside either on the local hard disk of your computer OR on a
network drive your computer connects to.
When viewing your Outlook folders you see your own mailbox, any other mailboxes added
to your Outlook profile and data (pst) archives. In this example ‘IT Services – Dummy
Room’ and ‘Student Admissions’ are other mailboxes and ‘Outlook Data File’ is a pst.
To check your archive (pst file) properties.
Right click ‘Outlook Data File’, select ‘Data File Properties’, ‘Advanced’.
Note that ‘Name’ is the display name within Outlook, ‘Filename’ is the filename
including the full path.
Note also that name and filename MAY NOT be the same (so it may display in Outlook as
‘Archive 2010’ but the filename could actually be ‘archive.pst’).
Email data currently within your mailbox will be moved to the Nexus system. Any pst
files you currently use need to be opened within your Outlook profile so you can
continue to access this data.
Important. As the data in any pst file is NOT part of the email system,
it is your responsibility to ensure that it is backed up (so if it currently
resides on your local hard drive, how would this data be retrieved if this disk
failed?). It may be that this file resides on a network drive. Please check with your IT
Support Staff if you require further clarification.
A pst file can simply be moved like any other file if it requires moving.
Please check your current setup. If you have any pst files in your Outlook profile note
their display names and location.
After migration, if you cannot see any of these archives, simply open Outlook, select
File, Open and browse to the required pst file.
Note: The migration to Oxford Nexus will not do anything to these files.
6.2. Message Processing Rules
You may have rules that take action when you receive or send a mail (e.g. move a mail
received from someone to a particular folder). These can be exported to a file:
- Within Outlook go to Tools, Rules and Alerts then Options.
- Select 'Export' and save your rules to a file.
- After migration simply re-run the process and import the rules from your saved
Note - It is possible that the import process can fail so it is important to have a manual record of your most important rules.
6.3. Outlook Remembered or Cached Addresses
When you create a new mail and you type the first letters of a previously used email
address, Outlook prompts you for the rest.
Note that this is a remembered or cached address, NOT a contact.
If you have any addresses you require you will need to add them to your contacts
Once the address as been added to the To field, right click and select 'Add to Outlook
If, after migration, sending to this address fails (and you have NOT made it a contact) you may need to delete this remembered entry by simply pressing the
delete key once the address is selected and BEFORE it is entered in the To field.
6.4. Outlook Signature
Your signature at the bottom of an email message is typically stored as a file on your
local disk drive but can be re-created from your sent items.
- Within Outlook go to Tools, Options, Mail format and then Signatures.
- You can then save the contents.
Alternatively you can save the files for later.
- On Windows XP the signature files are found C:\Documents and
- On Windows 7 the signature files are found
To see this folder you must have 'View hidden files and folders' enabled or you can
simply copy and paste the above paths in the address bar in Explorer to directly open
Note that your one signature will generally consist of three files and a
To contact the migration team
Please email firstname.lastname@example.org. Please note that the migration team may be dealing
with a large number of requests, and your email will be placed in a queue. It will
receive a response, but this may not be immediate.