Microsoft Outlook - Work with .PST Files

Introduction:

When you add an email account to Outlook, a local copy of your information is stored on your computer. This feature allows you to access your previously downloaded or synchronized email messages, calendar information, contacts, and tasks without an internet connection.

.ost = mailbox file.

.pst = email backup file.

How to Create a .PST File:

1. From the Inbox, select drop down New Email > More Items > Outlook Data File.
2. Enter a File name.
3. To add a password, check the Add Optional Password box.
4. Select OK. Type a password in both the Password and Verify Password text boxes and select OK again.
5. This will backup contents that are 1 year old in the mailbox.
6. To save space on the desktop click and drag the .pst file to One Drive
   • If your Outlook Data File (.pst) becomes large, it can slow down your OneDrive sync and may show “Processing Changes” or “A File is in use”.

Reminder:

If you set a password, you must enter it every time that the data file is opened — for example, when Outlook starts or when you open the data file in Outlook.

• Outlook Data Files (.pst) are saved on your computer in the Documents\Outlook Files folder.

• Older messages and items that you don’t use regularly can be archived to an Outlook Data File (.pst). To learn how, see Archive older items automatically.
• If your online mailbox is nearly full, you can export some items to an Outlook Data File (.pst). You can also use these files to create archives, project files, or backups from any Outlook account. To learn how, see Export or backup email, contacts, and calendar to an Outlook .pst file.