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Find, copy, or back up e-mail on your own computer

Menu commands to create Personal Folders file and resulting file in Folder List

Callout 1 On the File menu, click New.
Callout 2 Select Outlook Data File.
Callout 3 Select Office Outlook Personal Folders File (.pst). (Notice that you have a choice of two file types here. Outlook 2003 has an improved .pst format which allows greater storage capacity and Unicode support for multilingual data. However, .pst files created in this format cannot be used in earlier versions of Outlook. If you'll be sharing with someone who is using an earlier version of Outlook, you should use the Outlook 97-2002 Personal Folders File type.)
Callout 4 Personal Folders appears in the Folder List.

You can create a Personal Folders file by clicking New on the File menu. After that, follow the procedure shown in the illustration. For more information about creating and using personal stores (including Archive Folders), see the "File or archive your e-mail on your own computer" course.

Note     You'll notice that by default, Outlook names all Personal Folders files "Personal Folders." Giving these folders unique names when you create them will make finding the right personal folder much easier. We'll show you how in the practice session at the end of the lesson.

There are a couple of ways to store messages in a .pst file:

  • Manually     You can move messages to a .pst yourself by dragging them.
  • Automatically     Messages can also be moved or copied automatically when you archive messages, when you use rules, or when you export messages.

Note     If your e-mail is delivered directly to your own computer, as it would be if you have a POP3 e-mail account type or if your Microsoft Exchange Server account is configured that way, your e-mail will be delivered directly to a .pst file on your computer (by default this file is named Outlook.pst). We'll talk more about this later, and we'll show you how to check for yourself in the practice session.

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