OL97: Working with Personal Folders (162206)

MORE INFORMATION

The Personal Folders file contains folders, messages, forms, and files. You work with a Personal Folders file as you would with any other file, and you can save, copy, and move a .pst file to another location on your hard disk, a floppy disk, or a server. You can also designate a Personal Folders file as the delivery location for your incoming messages.

To set the delivery location, follow these steps:

1. On the Tools menu, click Services.
2. In the Services dialog box, click the Delivery tab.
3. In the "Deliver new mail to the following location box," click where you want to send and receive messages.
   
   If you set up a computer to use Remote Mail, you must click the name of a personal folder file. If you set up a computer to use offline folders, you must click the name of your Microsoft Exchange Server mailbox.
4. Click OK.
5. Quit and restart Outlook.

Backing Up Your Personal Folders File

Follow these steps to back up your Personal Folders file and all subfolders:

1. On the Outlook File menu, click Import And Export to open the Import And Export Wizard.
2. In the "Choose an action to perform" list, click to select "Export to a personal folder file (.pst)" and click Next.
3. In the "Select the folder to export from" list, click "Personal Folders."
4. Click to select the "Include subfolders" check box, and then click Next.
5. In the "Save exported file as" box, type the path and file name of a destination .pst file, or click Browse and select a destination .pst file.
6. Under Options, click the button corresponding to how you want duplicate items treated, and click Finish.

Backing Up Outlook Folders

Outlook folders, such as Calendar, Contacts, Journal, Tasks, and e-mail message folders are components of the Personal Folders file. This procedure will back up an individual Outlook folder in a different Personal Folders (.pst) file. Follow these steps to individually back up your Calendar, Contacts, Tasks, Journal, or mail folders:

1. On the Outlook File menu, click Import And Export to open the Import And Export Wizard.
2. In the "Choose an action to perform" list, click to select "Export to a personal folder file (.pst)," and then click Next.
3. In the "Select the folder to export from" list, click to select the Outlook item folder you want to back up. For example, select your Contacts folder to back up your Contacts in a different .pst file.
4. Click Next.
5. In the "Save exported file as" box, type the path and file name of a destination .pst file or click Browse and select a destination .pst file.
6. Under Options, click the button corresponding with how you want duplicate items treated, and click Finish.

Exporting Outlook Folders to Another File Format

Follow these steps to export your Outlook folders to a different file format:

1. On the Outlook File menu, click Import And Export to open the Import And Export Wizard.
2. In the "Choose an action to perform" list, click to select "Export to a file," and click Next.
3. In the "Select the folder to export from" list, click to select the Outlook item folder you want to export. For example, select your Contacts folder to export your Contacts in a different file format.
4. Click Next.
5. In the "Create a file of type" list, click to select the export file format, and click Next.
6. In the "Save exported file as" box type a path and file name, or click Browse to select a destination file.
7. Click Next.
8. Click "Map Custom Fields" if you want to control how fields export; otherwise, click Finish to start the export.

Deleting a PST From Your Profile

To Delete Personal Folders File (PST) from a Profile use these steps:

1. Exit Outlook.
2. Click Start, point to Settings, and then click Control Panel.
3. Click the Mail or the Mail and Fax icon.
4. On the Services tab, click Personal Folders, and then click Remove.

WARNING: In order to restart Outlook, a Personal Folder must be associated with the profile if you had the Personal Folder set as the delivery point for new mail. The data in this Personal Folder file will not be available unless imported or reassociated to the profile.

Removing An Individual Folder From the Folder List

To remove Individual Folders from a Folder List follow these steps:

1. From the Folder List right-click the folder you want deleted.
2. Click "Delete <folder name>".

This will remove the folder from the Folder List and set it as a sub-folder of Deleted Items. Empty the Deleted Folders to permanently remove the folder.

Note: Using outlook with personal folders as your delivery point does not allow for advanced workgroup information sharing. This functionality is available only when the default delivery is set to the exchange server mailbox.