Creating data file in Outlook(Classic) to act as 'Autoarchive' depository

No 'New Items'' selection when I right-click 'Inbox' as per the help notes on the right of the image.

Does it matter that I'm using 'IMAP'?

Any help would be much appreciated.

Yes you can do it with imap. You do not say what version of Outlook you use. I use Outlook 2021. If you use another version, ask your question like I did and change the version.

The co-pilot answer I got was slightly different from yours because I asked my question differently. It makes more sense and goes into more detail.
I asked "can I add a locally stored data file for old emails in outlook 2021?"

Here's the answer I got.
Absolutely — Outlook 2021 (Outlook Classic) does allow you to add a locally stored data file, and it’s actually the standard way to archive or store old mail outside your IMAP mailbox. The page you’re viewing discusses auto‑archive behavior, but the core feature you’re asking about is fully supported.

Below is a clear, practical breakdown so you can decide the best approach.

Yes, you can add a local data file (PST) in Outlook 2021​

Outlook 2021 supports PST files for local storage. These files live entirely on your computer and are not synced with your IMAP server.

This is useful for:

• Archiving old emails
• Reducing IMAP mailbox size
• Keeping long‑term storage separate from your active account

How to add a local PST file in Outlook 2021​

Here’s the cleanest method:

1. Open Outlook​

Go to the main window (not inside an email).

2. Go to File → Account Settings → Account Settings​

You’ll see tabs for Email, Data Files, etc.

3. Select the “Data Files” tab​

4. Click “Add…”​

Choose:
Outlook Data File (.pst)

5. Choose a location on your drive​

Most people store it in:
Documents\Outlook Files\
…but you can put it anywhere local (even another partition).

6. Name it and click OK​

It will appear in your folder list as a new mailbox.

Moving old emails into the PST​

Once the PST appears in your folder pane:

• Create folders inside it (e.g., “2018 Archive”)
• Drag‑and‑drop emails from your IMAP Inbox/Sent/etc. into the PST

This removes them from the server and stores them locally.

Important note about IMAP​

IMAP accounts do not support creating new folders under the Inbox for PST storage — that’s why the forum post you’re reading mentions missing “New Items” options.

But PST files don’t rely on IMAP at all, so you can still create folders inside the PST and move mail there.

Optional: Use AutoArchive with your PST​

If you want Outlook to automatically move older mail into the PST:

1. Right‑click the folder you want to auto‑archive
2. Choose Properties
3. Go to AutoArchive
4. Choose your PST as the destination

This works even with IMAP accounts.

If you want, I can help you:​

• Set up a clean archive structure
• Choose the best PST location (especially if you use multiple partitions)
• Configure AutoArchive safely
• Avoid common IMAP/PST pitfalls

Just tell me how you want your archive organized and I’ll help you build it.

glasskuter said:

If you want, I can help you:

• Set up a clean archive structure
• Choose the best PST location (especially if you use multiple partitions)
• Configure AutoArchive safely
• Avoid common IMAP/PST pitfalls

Just tell me how you want your archive organized and I’ll help you build it.

Click to expand...

I'm currently using Office 2024 LTSC v 2408 (Build 17932.20638)

Ideally, and slightly off-topic, I would like to mov back to POP3

The answer is steps 1-6. You are creating a local file that will show up in the left pane of outlook except it will be whatever name you give the file and located wherever you want it to be. Within Outlook, Just drag and drop any email you want to save into it.

As far as POP, I do not know the domain of your email account. If it's @gmail or @Outlook you have to enable pop within your account settings and generate an App Password to use instead of your regular password within Outlook..
In Outlook Create your email account as pop with the appropriate server settings and delete the imap account. However, I am not recommending that.

While Outlook supports POP, it is a very old email protocol and both MS and Google are phasing out using it for their email accounts.
Pop uses basic authentication that is being phased out. Modern authentication is what it's all about now.,
.Some of the newer created MS accounts do not even have an option to turn pop on in their account settings. POP's future is very undecided right now.