Outlook Personal Folders (PST) Files

Outlook Personal Folders (PST) Files
Personal Folders, also known as PST files, allow you to organize and store
emails locally on your computer hard drive. The advantage is that there is
no limit to the amount of emails that may be stored in a PST file. The
disadvantage is that messages stored in PST files are not located on the
Exchange server and are not backed up automatically.
Outlook Mail Presentation:
Outlook displays your Exchange email and Personal Folders (PST) email in
one unified folder structure. Figure 1 shows this convenient folder
structure. It can be difficult to differentiate messages stored on the
Exchange server and messages stored locally in PST files. In Figure 1,
the red box indicates the Personal Folders (PST) emails.
Exchange and Personal Folders email storage:
Only messages located under the Mailbox – User Name folder structure
are located on the Exchange server, subject to the quota/retention policy,
and backed up automatically.
Messages under the Personal Folders structure are not subject to the
Exchange quota/retention policy, are not located on the Exchange server,
and are not backed up. Please note that Personal Folders may be named
something other than Personal Folders depending on how the PST file was
named during setup. For example, many users name the PST file as Archive.
Locating and Backup up
PST Files:
PST files are stored locally on PC
hard drives. To determine the
location of PST files, open Outlook,
Account Settings, and select the
Data Files tab. For example, the
red box in Figure 2 shows the
PST filename and location. You
may manually back up this file to
an external hard drive or flash
drive by closing Outlook, finding
the file with Windows File Explorer,
and copying it to the external
Figure 2
Figure 1
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