How to Create a Local Folder in Outlook 365?

To create a local folder in Outlook 365 for storing emails directly on your computer, follow these steps:

1. Click the File menu in the upper-left corner of the Outlook window.
2. Click Account Settings, and then click Account Settings again from the dropdown menu.
3. In the Account Settings window, select the Data Files tab.
4. Click the Add... button. This will open a window prompting you to create or select an Outlook data file (.pst or .ost).
5. Give the new data file a descriptive name, such as "Local Folders" or "Archive." Choose a memorable name.
6. Click OK. Outlook will create the new data file.
7. You can now move emails to this local folder. Simply drag and drop emails or use the "Move" command to transfer emails from your online account to the newly created local folder. The data will be stored directly on your computer.

Important Considerations:

• .pst vs .ost files: Outlook primarily uses .ost files to synchronize with the Exchange server. When creating a local archive, you usually create a .pst file. The .pst file is not linked to the Exchange server and will store your data locally.
• Backup your .pst file: Since your local folder exists only on your computer, regularly back up the .pst file to prevent data loss in case of hardware failure or other issues.
• Accessibility: These folders are only accessible on the machine where you created them, unless you move the .pst file to another machine.
• Impact on online storage: Moving emails to a local folder will reduce the amount of storage used in your online Outlook 365 account.

By following these steps, you can effectively manage and archive your emails locally within Outlook 365.