How to Create Personal Folders in Outlook 2010
Personal folder file feature in Microsoft Outlook is useful for storing e-mail, addresses and other information. You can generate manifold Personal Folders in PST format. Since PST files store all your e-mail data in a single file, they are easy to back up. The newer version that appears in Microsoft Outlook 2003 has Unicode support and limitless capacity, while Microsoft Outlook 97-2002 did not support Unicode and had a limit of 65,000 items and 2 GB size per PST file. A Microsoft Outlook personal folder gives its users a mode to store, manage and archive e-mail files. Business users habitually employ personal folders to diminish the amount of storage taken up in the company's central e-mail system. Other users make personal folders to archive sent or deleted messages or to amass important e-mail messages.
The features of personal folder files in Microsoft Outlook 2010 are specified below:
- Add a Personal Folder in Microsoft Outlook
- Backup Personal Folders
- Export and import '.pst file' data
Add a Personal Folder in Microsoft Outlook
Open the Microsoft Outlook program and point cursor to the tool bar at the top of the navigation pane and select 'Data File Management' from the list of File. Then click the 'Add' button after you see Microsoft Outlook Data Files Windows on the PC screen. Next, review the storage types listed in the New Outlook Data File Windows and click to highlight and choose 'Office Outlook Personal Folder File' as the storage type and hit the 'OK' button. Review the default folder in PC where the personal folder file will be saved and then navigate to a different computer folder if you prefer to save the personal folder file in another location on your PC. Type a name for the personal folder in the File Name: text box, then hit 'OK'. Subsequently review the location and preferences for the personal folder in the Create Microsoft Personal Folders Windows and select one of the three 'Encryption Setting' buttons. If you desire to protect the personal folder with password, select a password and type the same password in the Password and Verify Password text boxes, else, leave the text boxes blank and click on 'OK' to close Outlook Data Files Windows, click 'Close' button and then look for the new personal folder in All Mail Folders section to the left of Outlook navigation pane. Now click on '+' sign adjacent to the personal folder so as to expand the folder.
Backup Personal Folders
If you are not using Microsoft Outlook in cooperation with Microsoft Exchange Server, Microsoft Outlook stores all its data in a PST file. So, at first, close any mail-related programs such as Microsoft Outlook, Exchange or Microsoft Windows Messaging. Then point to 'Settings' in Start and then click 'Control Panel'. Double-click 'Mail and Fax or Mail' and pick the Personal Folders service that you want to back up. If a service is renamed, you can decide the type of the service. To do this, pick the service from the list of services, and then click 'Properties'. You can view that in the dialog box that appears, the title bar will be displayed as Personal Folders if the service is a Personal Folders service. After you read the title bar of the dialog box, you can click 'Cancel'. Use this technique to determine the type of service with which you are foreign.
Export and import PST File Data
To export an individual folder, such as Contacts folder or Calendar folder, first click 'Import and Export' on the File menu followed by Export to File, and hit 'Next'. Choose Personal Folder file PST and press 'Next' so that you can either import or export a file. To export, click 'Folder' that you desire to export, and hit 'Next'. In Save exported file as option, you have to type the name of the file to which the data is exported and press 'Finish'. Whereas if you want to import a file, type the path and the name of the .pst file that you want to import, and then hit 'Next' and press the folder into which the data is imported and click 'Finish'.
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