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Manage your mailbox II: Understand your choices for long-term saving

Reasons not to store: one computer at a time, one person at a time, company policy

Only one person and one computer at a time can access messages stored in a PST file, and some company policies discourage or prohibit local storage.

We just talked about the benefits, but you should also know that local storage isn't for everyone. As you consider whether it's for you, keep these points in mind:

  • PST means access from one computer at a time. Messages filed in a PST are less accessible than when they're left on the e-mail server. They are on your own computer, and if you go to another computer, you can't read them there. (For a way around this limit, see the last course in this series.)
  • Only one person at a time can open a PST file. Even if you share your computer and share permission to access a PST file, each user must close the file before another user can open it.
  • Company policy may not allow local storage. Some companies have rules about what you can or cannot keep. These company retention policies may not let you create PSTs (or may at least discourage you from creating them). Instead of moving messages to folders you create yourself, you may have special "managed folders" that you access. Usually these folders are created and managed by your system administrator.
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