One of the big benefits of using an Exchange mailbox is the ability to keep everything (calendar, contacts and email) on the server and access it from any computer using either Outlook or OWA (Outlook Web Access). For various reasons, some people want to deliver their Exchange mail to a pst file.
In older versions of Outlook you could do this by simply selecting a pst file as the default data file and setting the Exchange account to use. However, this breaks sharing, free/busy, and other Exchange-only features. It also makes it more difficult for the administrator to backup email and more difficult when a company is required to court-ordered discovery. For these reasons, using a pst file is highly discouraged.
If you need to remove email from the server, you should use rules to move the mail to a pst file or use AutoArchive to move the mail to a local archive pst as it ages. This will keep contacts and calendar appointments in the mailbox so you can share them but move mail to a local pst.
Outlook 2013 and up
In Outlook 2013, you can no longer set a pst file as the delivery location for Exchange mailboxes. You will need to use rules to move all of your mail to a pst file.
Alternately, you can use POP3, IMAP, or EAS. If those protocols are not enabled on your Exchange server you'll need to speak with your Exchange administrator.
Create a rule to move mail to a pst file
To create a rule, open the Rules Wizard.
If you have multiple accounts in your profile, verify the Exchange mailbox is selected on the top right of the dialog.
- Click New Rule.
- Select Apply rule on all messages I receive and click Next.
- If you want the rule to apply to all messages, click Next, otherwise select the conditions you want to use before clicking Next.
- Select Move to specified folder.
- Click on specified in the lower pane and select the folder.
- Click Next.
- Set up an exception for meeting requests by choosing Except if it uses the form name form.
- Click form name in the lower pane.
- Click on Personal forms then select Application forms from the dropdown.
- Find Meeting Cancellations and Meeting Requests and click Add. Return to Outlook.
- Click Next, enter a name for your rule then click Finish.
With Outlook 2010, you can't set a pst as the delivery location when you first add the Exchange account to your profile. After the account is added and set up, you can switch the default to a pst file.
Outlook 2007 and older
In Outlook 2007 and older, you can set a personal folder data file (pst) as the default pst and Outlook will deliver email to the pst file.