Change the data file where content is saved

You have the choice to keep e-mail messages from all accounts in one data file, or you can specify a unique data file for each account. The latter lets you keep your work and personal accounts completely separate.

If you use a Microsoft Exchange Server account, you can choose to deliver some kinds of information, such as RSS Feeds (RSS Feeds: Subscription-based distribution feeds of news, blogs, and other information. RSS Feeds contain summaries or complete content and can include attachments. Other names for RSS Feeds include Web Feeds or XML Feeds.), to an Outlook Data File (.pst) (Outlook Data File (.pst): Data file that saves your messages and other items on your computer. You can assign a .pst file to be the default delivery location for email messages. You can use a .pst to organize and back up items for safekeeping.) on your computer while keeping your messages on the server that runs Exchange.

ShowHow can I tell if I have a Microsoft Exchange Server account?

Click the File tab. Click Account Settings, and then click Account Settings. On the E-mail tab, the list of accounts indicates the type of each account.

Example of an Exchange Account in the Account Settings dialog box


This is useful when your server storage quota is a concern. Items saved on your computer in an Outlook Data File (.pst) do not count against Exchange storage quotas.

  1. Click the File tab.
  2. Click Account Settings, and then click Account Settings.
    Account Settings in the Backstage view
  3. On the E-mail tab or the RSS Feeds tab, select the e-mail account or RSS Feed that you want to change, and then click Change Folder.

If you are using an e-mail account other than an Exchange account, such as POP3 (Post Office Protocol 3 (POP3): A common Internet protocol that is used to retrieve email messages from an Internet email server.), you are already using an Outlook Data File (.pst) on your computer to save your Outlook information. If you have a second Outlook Data File (.pst) file, you can choose to use it.

  • Select the folder in the Outlook Data File (.pst) where new e-mail messages sent to your POP3 e-mail account are saved. For messages, this is usually the Inbox folder.

ShowI want to create a new Outlook Data File (.pst)

  1. Click New Outlook Data File.
  2. In the Create or Open Outlook Data File dialog box, in the File name box, type the name as you want it to appear in the Outlook Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), and then click OK.
  3. By default, data files are not password-protected. To add a password to your data file, under Password, type that password that you want to use in the Password and Verify Password text boxes.

 Important    Microsoft, your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.), or your e-mail administrator do not have access to your password, nor can they assist you with recovering the contents of the Outlook Data File (.pst) if you forget the password.

  1. Select the folder in the Outlook Data File (.pst) where new e-mail messages sent to your POP3 e-mail account are saved. For messages, this is usually the Inbox folder.
  1. Click OK, and then, in the Account Settings dialog box, click Close.
 
 
Applies to:
Outlook 2010