If you view email in Outlook, and that email is spread through multiple folders, which would be similar as Windows Explorer when viewing the file system.
However, Outlook folders are nothing like file system folders. Besides this they are stored in database in single location, with the view in Outlook which is derived from metadata related with each item in data store. Outlook has many ways of storing data and it is very important to know the difference between each method in order to select what is good for you.
Three methods used to store data in Outlook are:
Data store in Outlook is a database which contains all emails, contacts, appointments, notes, calendar, tasks and account information. If you are using the standalone environment, then data store locally on your PC whereas data stored on the server in case your computer is connected to the Exchange Server.
When Outlook profile is first created, users are assigned to store data by default. For example: a user profile has been assigned on Exchange Server computer for corporate email.
To store contacts, calendars, appointments, emails and tasks, you can use a personal storage folder (PST). As per your requirement you have multiple PST file and all are attached to your Outlook profile simultaneously. In user interface all these PST files are presented I a separate folder. The Outlook profile associated with default PST file is called Outlook.pst and store under the directory path of your user profile \Local Settings\Application Data\Microsoft\Outlook\Outlook.pst.
If you want to see the list of data store installed on your computer, go to the Start menu and right click on the Outlook icon, in context menu choose properties and click on “Data Files”.
After clicking the Data files, a dialog box will open as shown in above figure, in which you can add a new data file, or you can change the settings of an existing data file, Change data file which is set as default, remove a data file, and open the folder using Windows Explorer in which PST files are stored.
In Outlook adding an extra PST file in data store is easy. You can easily do this from the Start menu using the Outlook icon. If you don’t know how to add new data store follow these given below steps:
1. From the Start menu right click the Outlook icon and select Properties.
2. In Mail Setup dialog box, click on “Data files” button.
3. Click on the Add button from the Toolbar. A New Outlook Data File dialog box will appear.
4. From the list select “Office Outlook Personal Folders File (.pst)” and then choose OK.
5. In Create or Open Outlook Data File dialog box give a name to your data store file and select OK.
6. Now you will see the dialog box “Create Microsoft Personal Folders”. If you want to secure your .pst file in order to give a password to that file as only you can open that particular and no one can. You can give the name to identify new data store in Outlook interface but this name can be different from physical file name you entered in previous step. Click on Ok when you are ready to create data store.
However, Outlook folders are nothing like file system folders. Besides this they are stored in database in single location, with the view in Outlook which is derived from metadata related with each item in data store. Outlook has many ways of storing data and it is very important to know the difference between each method in order to select what is good for you.
Three methods used to store data in Outlook are:
- Data store in a Personal folder (PST)
- Data store in an offline folder (OST)
- Data store on Microsoft Exchange Server machine
Data store in Outlook is a database which contains all emails, contacts, appointments, notes, calendar, tasks and account information. If you are using the standalone environment, then data store locally on your PC whereas data stored on the server in case your computer is connected to the Exchange Server.
When Outlook profile is first created, users are assigned to store data by default. For example: a user profile has been assigned on Exchange Server computer for corporate email.
Introducing Personal Folders
To store contacts, calendars, appointments, emails and tasks, you can use a personal storage folder (PST). As per your requirement you have multiple PST file and all are attached to your Outlook profile simultaneously. In user interface all these PST files are presented I a separate folder. The Outlook profile associated with default PST file is called Outlook.pst and store under the directory path of your user profile \Local Settings\Application Data\Microsoft\Outlook\Outlook.pst.
If you want to see the list of data store installed on your computer, go to the Start menu and right click on the Outlook icon, in context menu choose properties and click on “Data Files”.
After clicking the Data files, a dialog box will open as shown in above figure, in which you can add a new data file, or you can change the settings of an existing data file, Change data file which is set as default, remove a data file, and open the folder using Windows Explorer in which PST files are stored.
Adding New PST Files
In Outlook adding an extra PST file in data store is easy. You can easily do this from the Start menu using the Outlook icon. If you don’t know how to add new data store follow these given below steps:
1. From the Start menu right click the Outlook icon and select Properties.
2. In Mail Setup dialog box, click on “Data files” button.
3. Click on the Add button from the Toolbar. A New Outlook Data File dialog box will appear.
4. From the list select “Office Outlook Personal Folders File (.pst)” and then choose OK.
5. In Create or Open Outlook Data File dialog box give a name to your data store file and select OK.
6. Now you will see the dialog box “Create Microsoft Personal Folders”. If you want to secure your .pst file in order to give a password to that file as only you can open that particular and no one can. You can give the name to identify new data store in Outlook interface but this name can be different from physical file name you entered in previous step. Click on Ok when you are ready to create data store.
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