Creating a Personal Folders File

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 Microsoft Office Specialist   The items you create and receive in Outlook-including messages, appointments, contacts, tasks, notes, and journal entries-are kept in a data file either on a server on your network or on the hard disk of your computer.

  • If your information is kept on a server, which is the case when you are working on a network that uses Microsoft Exchange Server, it is part of a file called a private store. You can access this store only when you are connected to your server.

  •  New in Office 2003-New Data File Type (.pst)   If your information is kept on your computer, it is stored in a Personal Folders file that has a .pst file extension. Personal Folders files created for Outlook 2003 offer a greater storage capacity than those created for previous versions, and support multilingual Unicode data.

Whether you are working on a networked or a stand-alone computer, you can create Personal Folders files to store Outlook items on the hard disk of your own computer. If you are working on a network, you might want to do this so that certain items 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. If you are not working on a network, you might want to do this so that you can keep items related to a particular project in a separate Personal Folders file. Then you can back up that file separately from your other Outlook items, or you can copy that file to another computer.

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

BE SURE TO start Outlook before beginning this exercise.

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

    The New Outlook Data File dialog box appears.

    click to expand

  2. If you run an older version of Outlook on another computer, and you might want to open this personal folder in that version, click Outlook 97-2002 Personal Folders File, and then click OK. Otherwise, with Office Outlook Personal Folders File selected, click OK.

    Tip 

    Outlook 2003 uses a new Personal Folders file format with improved support for international Unicode character sets and large items. However, 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.

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

  3. On the Places bar, click My Documents.

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

    The Create Microsoft Personal Folders dialog box opens.

    If you want, you can change the encryption level or assign a password to the file to keep it secure.

  5. In the Name box, type SBS Folder.

  6. Click OK.

    The new Personal Folders file is visible in the Navigation Pane, at the same level as your Inbox.

  7. Click the plus sign to the left of the SBS Folder file to expand it, and then scroll down to view its contents.

    By default, the Personal Folders file contains only a Deleted Items folder and a Search Folders folder. You must create any other folders you want saved in this file.

  8. Right-click and drag your Inbox folder to the SBS Folder file. When you release the mouse button, click Copy on the shortcut menu.

    Your Inbox and all its contents are copied to the Personal Folders file.

  9. Click the Inbox that now appears in the SBS Folders file. Verify that the contents are identical to your original Inbox.

  10. Right-click the SBS Folder file, and on the shortcut menu, click Close 'SBS Folder'.

    The Personal Folders file disappears.

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

  12. If necessary, browse to the My Documents folder. Click the SBS Folder data file, and then click OK.

    The SBS Folder file re-opens in Outlook. In this way, you can open any date file from within Outlook and access its contents.



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Microsoft Office Outlook 2003 Step by Step 2003
Microsoft Office Outlook 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615217
EAN: 2147483647
Year: 2004
Pages: 116

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