OL2000: Working with Personal Folders
ID: Q195782
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The information in this article applies to:
SUMMARY
Personal Folders are folders that you create to store mail messages on your
hard disk or on another server. You add a main Personal Folders as a
service to the User Profile and give it a file name. Personal Folders have
a .pst extension. For Microsoft Mail Post Offices, a Personal Folders is
set up automatically because the Inbox and Outlook folders reside there.
MORE INFORMATION
The Personal Folders file contains folders, messages, forms, and files.
You work with a Personal Folders file (.pst) 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.
NOTE: Using Outlook with personal folders as your delivery point does not
allow for advanced workgroup information sharing. This workgroup
functionality is available only when the default delivery is set to the
Microsoft Exchange Server mailbox.
If you have installed Outlook with the Internet Mail Only (IMO) option,
skip to the "Set the Delivery Location (IMO)" section.
Set the Delivery Location (CW)
To set the delivery location, follow these steps:
- On the Tools menu, click Services.
- In Services, click the Delivery tab.
- In the "Deliver new mail to the following location box," click to select
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.
- Click OK.
- Quit and restart Outlook.
Set the Delivery Location (IMO)
To set the delivery location for an Internet Mail Only installation, follow
these steps:
- On the File menu, point to New, and click Personal Folders File (.pst).
- In Create Personal Folders, navigate to the location where you
wish to create the file, type a name in File Name, and click
Create.
- Type a new name for the Personal Folders if you wish, set Encryption
Settings, and type a password if you want to password-protect the file,
then click OK.
- On the View menu, click Folder List to display the Folder List.
- In the Folder List click Personal Folders, and on the File
menu, point to Folder and then click Properties.
NOTE: If you created a new name for your Personal Folders, it will
appear as Properties for "<Your Personal Folders Name>."
- Click to select "Deliver POP mail to this personal folders file," then
click OK.
- Quit and restart Outlook.
If you have a personal folder in the Folder List that you no longer want to
display, right-click it and click Close "<Personal Folder name>". The
Folder will be removed from the Folder List.
Backing Up Your Personal Folders File
Follow these steps to back up your Personal Folders file and all
subfolders:
- On the File menu, click Import And Export to open the Import
And Export Wizard.
- In the "Choose an action to perform" list, click to select "Export to
a file" and click Next.
- In the "Create a file of type" list, click to select "Personal Folder
File (.pst), and click Next.
- In the "Select the folder to export from" list, click "Personal
Folders."
- Click to select the "Include subfolders" check box, and then click Next.
- 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.
- Under Options, click to select 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 in an Internet
Mail Only installation. This procedure will back up an individual Outlook
folder in a different Personal Folders (.pst) file. To individually back up
your Calendar, Contacts, Tasks, Journal, follow these steps::
- On the File menu, click Import And Export to open the Import
And Export Wizard.
- In the "Choose an action to perform" list, click to select "Export to
a file" and click Next.
- In the "Create a file of type" list, click to select "Personal Folder
File (.pst), and click Next.
- 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.
- Click Next.
- 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.
- Under Options, click to select 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:
- On the File menu, click Import And Export to open the Import
And Export Wizard.
- In the "Choose an action to perform" list, click to select "Export to
a file," and click Next.
- In the "Create a file of type" list, click to select another file
format, such as "Tab Separated Values (Windows)," and click Next.
- 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.
- Click Next.
- In "Save exported file as" type a path and file name, or click
Browse to select a destination file, and click Next. Click Finish to
start the export.
NOTE: The fields in the exported file will match Outlook internal field
names. If you wish to change these names, you must do so in the program
that receives the file.
Additional query words:
98
Keywords :
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbhowto
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