Data Files in Microsoft® Outlook® 2007
What are data files in Microsoft Outlook 2007?
Data files in Microsoft Outlook are one of the important files used to store data in outlook. Even offline storage files (OST) and personal storage files (PST) are two of the most common data files of Microsoft Outlook. There are other data files that play an important role in the functioning of Microsoft Outlook. Even the OST and the PST are commonly used files; Microsoft uses some other folders also to store data in outlook, useful formats, and folders as well. Local folder and roaming folders are the two other commonly used folders. It is helpful for users and mainly Microsoft Exchange server administrators to recognize the purpose of these two folders; the data files that are kept in them and the best way of shielding the data.
Discussed below are the roles and significance of data files in Microsoft Outlook 2007:
- Role of outlook data file
- Multiple data files
Role of outlook data file
The main role of the outlook data file is to store the data in the outlook mails. The most common data file in Microsoft Outlook is the personal storage files that are used to store the mails in Microsoft Outlook. Even if you remove data from these personal folder files, you would be able to recover them from the PST file location. That means the deleted files are still moved in to some other location in the PST file itself. File compacting is another method to arrange files in Microsoft Outlook 2007. Compacting Microsoft Outlook data files means the space that is not available because it was previously occupied by an item. This helps you to reduce the amount of space that the .pst file occupies in your hard drive and helps Microsoft Outlook function correctly.
Microsoft Outlook program keeps all data in .PST Personal Folders files. That means the copying of files in Microsoft Outlook is simpler. To copy and back up the data in Microsoft Outlook, you just need to copy the .PST files to a better location. The .PST files are situated in a very deep nested folder, but Microsoft offers an add-in Personal Folders Backup. The Personal Folders Backup plug-in creates backup copies of all of the .PST files at correct intervals, in Microsoft Outlook 2002 and later versions, making it easy to keep all your Microsoft Outlook folders safely backed up.
You can use multiple data files in your Microsoft Outlook 2007. But while using them, you need to consider some important things. You have to make sure that your default delivery location is still correct after you complete the preceding steps. Inbox is the default location in Microsoft Outlook where all the mails are stored and you should check whether that is correct. You can change the location through some settings. First, you have to select the 'Tools' menu and then click the 'E-mail accounts'. After this, you need to select the 'Change the existing e-mail accounts' option and then assign the location by the 'Deliver new e-mail to the proper location' option.
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