Outlook 2016 allows you to create an Outlook Data File aka PST archive to store emails offline. This article explains the process as well as a few tips when dealing with PST files.
As mailbox quotas continue to grow and grow, the need to create PST file archives is no longer as important as it once was. That being said, creating PST files can be extremely valuable when archiving email or entire mailboxes for forensics/legal reasons. So it’s no surprise that Microsoft continued the tradition of allowing users to create PST files in its latest email client – Outlook 2016.
The process is very similar to previous versions of Outlook – just follow the screenshots below to get started.
How to Create an Outlook Data File (.PST) Archive File in Outlook 2016
Open Outlook 2016 and Click the Home tab > New Items > More Items > Outlook Data File.
Give your PST Outlook data file a name and click OK.
TIP: By default, Outlook 2016 stores PST files in the C:\Users\USER\Documents\Outlook Files folder. I like to store the file in my OneDrive Folder to keep it synced up with my other laptops.
With the PST file created, Outlook automatically adds it to your Profile on the left side of the Home Tab. Personally, I like to add the Inbox and Sent Items folders so I can begin archiving old email from my online Mailbox into my PST archive. To do this (or create any folder for that matter), just Right Click the new PST folder and Click New Folder.
Once you create the folders you need, just drag-and-drop emails into your PST file and they will move to your new archive wherever you created it.