Mar 26, 2011
Here’s an excerpt from my new Outlook book (the 3rd edition of Total Workday Control). In the excerpt below I describe how Exchange users on Outlook for Mac 2011 can store mail locally, thus clearing space on their Exchange Server account. This roughly duplicates the Personal Folders feature on Windows Outlook. This is from Appendix A, page 332:
Local folders on Outlook for Mac 2011 are called On My Computer folders. To ensure you can see your On My Computer folders in the Navigation Pane, go to File>Preferences>General and clear the check box next to Hide On My Computer Folders. Also, to make the list of local folders more clear, in that same General settings dialog box, clear the check box next to the setting: Group Similar Folders, Such as Inboxes, from Different Accounts. I discuss this control more later in this appendix, but leave the check box cleared for now.
Next, look in the Navigation Pane (left side of screen); if you have an Exchange account, you will see the folders associated with Exchange at the top. Below that you will see a section called ON MY COMPUTER with (if Mail is selected) a set of five folders below it by default.
These default folders in this lower section start out empty; they are local storage areas that you can use to offload and archive data from your Exchange Server.
Note: Unlike Windows Outlook, local folders in one group on the Mac are not stored in one Mac OS file. Rather, they are a collection of Mac OS files (one per e-mail message).
You can use the predelivered mail folders under ON MY COMPUTER to store mail moved from your Exchange account. Or you can add more folders there by selecting the ON MY COMPUTER label and CTRL-clicking it, and then choosing New Folder—perhaps adding a Processed Mail folder. Or you can add subfolders to the existing five folders. Note that you cannot delete or rename the original five folders; they are part of the system.
Of course, if you have no Exchange account, the ON MY COMPUTER section will be your only section; that’s where your Internet based mail is downloaded to so you can read it.