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Can I export my UCS mail to a local Outlook file / .pst?

This process is recommended for people who want to free up space in their UCS email but want to preserve their email in an accessible and searchable way.

Required to work:  In order for this to work, Outlook must be configured to use the UCS Connector so that all your UCS mail is populated in Outlook.  Also, this will not work on Mac computers since there is no Outlook Connector that is compatible with Macs.

If you already have the Outlook Connector configured on your computer skip to step 8. Beginning at step 8 is the process for manually removing email from UCS.  This allows you to select specific folders and email that you will drag and drop out of UCS.  If you prefer to have Outlook automatically export mail for you older than a certain date, follow this link.

Please note that this process will remove your email from the UCS server and put it into a local Outlook data file.  This means the email you remove will be stored locally on the computer you move it off to and can only be accessed on that computer or whatever computer the Outlook file is on at the time.  This also means that if your hard drive were to crash and data became unrecoverable you would lose that email.  Making a back up copy of the Outlook data file once you have finished exporting data is recommended.  However, this cannot be stored on Box (box.psu.edu) because the file type of the Outlook data file is not accepted by Box.  Storing the file in your H drive (Home network drive) or on an external hard drive is recommended.

  1. The Outlook Connector should already be installed on all Windows computers.  If it is not installed on your computer, go into Software Center on your computer and choose to install it from there.
  2. If you have not configured the Connector before you will see the below screen. Click Next.
  3. Select Yes and click Next.
  4. Select “Manual setup or additional server types” and click Next
  5. Select Other and highlight UCS Collaboration Server.  Click Next.
  6. On the next screen, type in your Access Account password (the one you use to normally log into your Penn State email). This is a different account than your CLA account which you use to log into the computer. Click OK.  You will then be prompted to restart Outlook. Click OK and Finish.
  7. Once Outlook restarts and opens it will begin to sync your email and calendars.
  8. To setup the local data file to export your mail, you must first create the file. In Outlook, go to File -> Account Settings -> Account Settings.
  9. That will bring up a new window.  Click the Data Files tab and click Add.
  10. Click OK at the next screen (make sure Outlook data file is selected).  You will be prompted to name the file and store it in whatever folder you want.  I would store the file where it tells you by default (C:\Users\Username\Documents\Outlook Files).
  11. The last step is to begin to move emails or folders into your Outlook Data File.  In the picture below you see Outlook Data File below my UCS email.  I named my file Outlook Data File.  If you named your file something else, that name would appear there.  Now you can open your UCS email and click and drag email to that file (Outlook Data File in my instance).  For example, in the picture below you see the highlighted email.  You can click and drag that email into the Outlook Data File to move it off the UCS server.  You can highlight/select multiple emails to move at once.  You can even move whole folders you created in UCS within your inbox.  You cannot move whole default folders in your account such as Inbox, Drafts, Junk, Trach, etc.  The more mail you move at once the longer it will take to transfer.  Sometimes moving too much email at once can cause Outlook to hang or stop responding.  Most of the time after the transfer is done Outlook will start working again so don’t close it if that happens.