Storing E-Mail Messages on Your Computer


The items you create and receive in Outlook-including messages, appointments, contacts, tasks, notes, and journal entries-are kept in a data file in one of the following locations:

  • On a network server. If your Outlook items are stored on a server, which is usually the case when you are working on a network that uses Exchange Server, they are stored in a data file called a private store. You can access this store only when you are connected to your server. This is the most common storage configuration.

  • On your computer. If your Outlook items are stored on your computer, they are stored in a data file called a Personal Folders file, which has a .pst file extension.

Important 

If your Outlook items are kept on your computer, take care to back up the .pst file on a regular basis, because that is the only copy of your data.

Whether your Outlook items are stored on a server or on your computer, you can create Personal Folders files at any time. If your items are server-based, you might want to keep specific items in a Personal Folders file so that they are available whether or not you are connected to the server-for example, if you work on a laptop that you use both in the office and at home-or you might choose to store personal or confidential information in a .pst file so that it is not available to other people on your network, or if you want or need to keep your server file small (many companies limit the amount of data employees can store on servers). If you already store your Outlook items in a Personal Folders file, you might want to keep items related to a particular project in a different Personal Folders file-for example, so that you can back up those items separately from your other Outlook items or so that you can copy the file containing those items to a different computer.

In this exercise, you will create a Personal Folders file, move messages and folders to it, and learn how to open and close data files from within Outlook.

USE the SBS Practice Messages folder you created in an earlier exercise.

  1. On the File menu, point to New, and then click Outlook Data File.

    The New Outlook Data File dialog box opens.

    image from book

  2. If you run Microsoft Outlook 2002 or an earlier version on a different computer and you might want to open this Personal Folders file in that version, click Outlook 97–2002 Personal Folders File, and then click OK. Otherwise, with Office Outlook Personal Folders File selected, click OK.

    Troubleshooting 

    The Personal Folders file format used by Outlook 2003 and Outlook 2007 supports international Unicode character sets and large items. If you want to export a Personal Folders file to a computer that uses an older version of Outlook, you must export the file in the older Personal Folders file format. Both file formats have the same extension (.pst).

    The Create Or Open Outlook Data File dialog box opens. The default Personal Folders file location is within your Outlook profile folder, but you can save the file anywhere you want.

  3. In the Favorite Links list, click Documents.

  4. In the File name box, type SBSFolder, and then click OK.

    The Create Microsoft Personal Folders dialog box opens.

  5. Replace the suggested name in the Name box with SBS Practice.

    image from book

    If you want, you can assign a password to the file to keep it secure. For the purposes of this exercise, you will not assign a password.

  6. In the Create Microsoft Personal Folders dialog box, click OK.

    Outlook creates the new SBS Practice personal folder, which appears in the All Mail Items list in the Navigation Pane at the same level as your primary mailbox.

  7. Click the plus sign to the left of the SBS Practice folder to expand it.

    By default, a newly created Personal Folders file contains only a Deleted Items folder and a Search Folders folder. You can create other folders within the Personal Folders file in the same way you would within your Inbox.

    image from book

  8. Hold down the right mouse button and drag the SBS Practice Messages folder from your Inbox to the SBS Practice personal folder. When you release the mouse button, click Copy.

    Outlook copies the selected folder and its contents into the personal folder.

  9. Click the SBS Practice Messages folder that now appears in the SBS Practice folder. Verify that the contents are identical to the original folder.

  10. Right-click the SBS Practice folder, and then click Close "SBS Practice".

    The Personal Folders file no longer appears in the All Mail Items list.

  11. On the File menu, point to Open, and then click Outlook Data File.

  12. In the Open Outlook Data File dialog box, browse to your Documents folder, and then double-click the SBSFolder data file.

    The SBS Practice folder re-opens in Outlook. In this way, you can access the contents of any data file from within Outlook.

CLOSE the SBS Practice folder.




Microsoft Office Outlook 2007 Step by Step
The Time Management Toolkit: MicrosoftВ® Office OutlookВ® 2007 Step by Step and Take Back Your Life (Step By Step (Microsoft))
ISBN: 0735625840
EAN: 2147483647
Year: 2007
Pages: 137

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