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Outlook Personal Folders
Microsoft Outlook has the flexibility to store e-mail messages in different locations. You can store e-mail messages on the Exchange server or in a personal folder.
Personal folder files have file extensions of .pst. An example of a name of a personal folder file is "personal.pst". A personal folder file can be defined as your primary store or as a secondary store. A primary store means that mail delivered to the Inbox in that file and all of your other default Outlook folders, such as Calendar, Contacts, Deleted Items, Journal, Notes, Sent Items, and Tasks reside there. A personal folder file can also be defined as a secondary store, which means you can move items to that file, either manually or with Inbox Rules, from your primary store.
When using a Microsoft Exchange server to store e-mail messages, there is a limit to the size of the Exchange server mailbox for every user. If the disk space taken by the Exchange server mailbox is exceeded, then the user risks loss of e-mail services because of the excessive size. An Outlook personal folder is a convenient alternative location for storage of e-mail.
*Note: the only disadvantage is that personal folders cannot be viewed through Outlook Web Access (OWA).
Personal Folders in Outlook 2003, Outlook 2000
| Step 1: |
Select New from the File drop-down menu. Choose Outlook Data File. |
| Step 2: |
When Outlook Data File is selected, a list of data file types appears. |
| Step 3: |
After clicking OK, you can browse to the location on your hard drive or network drive where the new personal folder file will be created. A convenient location to place the file is in the My Documents folder. You can create it there or any other desired location. Note that you can change the name from Personal Folders(1) to any other acceptable filename. |
| Step 4: |
After deciding on a location for the new personal folder file, click OK to start customizing the .pst file. |
| Step 5: |
You can give the personal folder file a new Service Name. This name will appear in the Folder List automatically. In order to add this new folder to the Outlook Shortcut Bar, select File, select New and then select Outlook Bar Shortcut. |
| Step 6: |
Select the personal folder you created. Once that folder is selected, click OK to add the shortcut to the Outlook bar. If the Folder List is viewed, your personal folder can be selected and dragged to the Outlook bar. |
Personal Folders in Outlook 2007
| Step 1: |
Select the File drop-down menu and choose New. At the bottom of the drop-down menu list is the option to create a new Outlook Data File. |
| Step 2: |
On the New Outlook Data File dialog box select Office Outlook Personal Folders File (.pst) and click OK |
| Step 3: |
In Create of Open Outlook Data File dialog box you will need to browse to the location where the new personal folder file will be created.
Note: The My Documents folder is a convenient location to place the file, and will allow your personal folder to be backed up on the network drives. |
| Step 4: |
Once you have selected the location to create your personal folder file click OK
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| Step 5: |
You can change the name of your personal folders file on the Create Microsoft Personal Folder dialog box to better describe your personal folders.
Example: Saved Email in My Documents
It is suggested that you leave the password fields blank. Please note that if you set a password this password will not change when you reset your NinerNET account password. Click OK
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| Step 6: |
Your new personal folder will now appear in your folder list in Outlook.
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