Outlook allows you to create Outlook Data Files (personal folders or.pst files) to give you additional storage capability. You can create additional folders to help with managing your mail.
If your Outlook folders are missing or deleted, you have three options to recover deleted or missing folder in Outlook 2016, 2013, 2010, 2007, 2003 and 2002. Try each of them to retrieve your Outlook messages, calendars, contacts, tasks or other important information.
You may wish to organize your mail into folders for each project you are working on or all messages from your boss in one folder. Personal folders can be used to save or archive e-mail that you no longer wish to keep on the server.
The Personal Folders or.pst files can be stored locally on your hard drive or on a file server (e.g., your H: drive). If you store them on your hard drive, you will need to make sure to back them up on a regular basis. NOTE: you must exit Outlook every night if you store your.pst files on the network drive (H: drive), otherwise, the files will not get backed up. NOTE: Microsoft does not support.pst files being stored on a network drive.
If you are moving to a new computer and your personal folders are stored locally, you will need to save them to a network drive or external storage device before you switch. • Choose File| Account Settings| Account Settings| Data Files • Click Add • Choose the location to save your file on the 'Save in' panel. This can be your local hard drive (C: drive) or a location on your network server (H: drive).
The default location is C: Documents and Settings Local Settings Application Data Microsoft Outlook. The default file name is: My Outlook Data File(1).pst NOTE: ITS recommends that you first create a folder outside of the default Outlook directory to save your.pst files (e.g., H: Exchange or C: Exchange). This is important to easily locate your.pst files and is especially important if you move to a new computer and need to move a Windows profile NOTE: Microsoft does not support.pst files being stored on a network drive • Click OK. • Select the new.pst file then click Settings. To modify the Outlook Data File name or set the password. The.pst folder is now created. There are two default folders in your new.pst folder -- Deleted Items and Search Folders.
You can now create new folders for storing mail. NOTE: You must exit Outlook every night if you want your.pst files to backed up on the file server (e.g., your h: drive). NOTE: Microsoft does not support storing personal folders on a network drive, they recommend storing on your harddrive. There are several methods to choose from for backing up your PST files: • A Microsoft utility called that enables you to make an exact copy (in the same file format) of a.pst data file, copy the backup file to your hard drive or H: drive, and specify how often Outlook will prompt you to back up a file.
You can then use the backup file to restore the current.pst file if needed. For more information on the PST Backup utility, see '. • Use Microsoft Windows backup utility. A backup wizard will prompt you for: which files to backup, where to back them up (e.g., H: drive, cd drive, etc.), and how often to back them up. Manually backup the files by copying the files to your H: drive or disk. NOTE: ITS provides limited support for these methods. You first need to create a rule to put a copy of the messages you send into the 'Sent Items' folder in the.pst file.
• Choose Tools| Rules and Alerts. • Click the New Rule button. • Click Start Blank Rule. • Click C heck messages after sending and click Next.
• Check 'through the specified account'. • Click ' specified' and choose the account this rule applies to (e.g, Microsoft Exchange Server) and click OK.
• Check 'Move a copy to the specified folder'. • Click 'specified' and choose the folder to copy the messages (e.g, your Sent Mail folder in a.pst file) and click OK. • Click Finish. Next, you need to change your options so that a copy of the message is not saved in your 'Sent Mail' folder on the Office 365 server. • Choose Tools| Options| Email Options. • Deselect ' Save copies of messages in Sent Items folder'.
• Click OK on the client-rule message.
About: There are two types of Outlook data files used by Outlook for Windows. An Outlook Data File (.pst) is used for most accounts. If you are using a Microsoft Exchange account, your items are usually delivered to and saved on the mail server. To allow you to work with your messages even when you cannot connect to the mail server, a second type of data file that is named an Offline Outlook Data File (.ost) is kept on your computer. The primary differences between the two types of Outlook data files are as follows: • Outlook Data Files (.pst) are used for POP3, IMAP, and web-based mail accounts. When you want to create archives or back up your Outlook folders and items on your computer, such as Exchange accounts, you must create and use additional.pst files. • Offline Outlook Data Files (.ost) are used when you have an Exchange account and want to work offline or use or use the default Cached Exchange Mode.