March 2, 2009

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Understanding PSTs and OSTs

Definitions

If you’ve used Outlook for very long, you’ve probably come across the acronyms PST and OST.  What the heck are these guys and why do you need them?

First, let’s define them in human speak:

  • PST - Stands for Personal Store
  • OST - Stands for Offline Store

Alright, you say, great but what are these store thingies?  Well, a store is a file that Outlook uses to hold your email, contacts, calendar, tasks, notes and journal items - essentially all of your information in Outlook.  So, as you can readily see, the stores are very important files.

Which File Type To Use?

Unless you are using Outlook on a corporate network, Outlook stores your information in a PST file.  OST files are only used in corporate networks where Outlook is running in cached mode and connected to a Microsoft Exchange server.  However, this doesn’t mean you aren’t using PSTs as well.  So, let’s verify by checking out the Outlook data file types you are using.

In Outlook 2007:

  1. Go to File –> Data File Management
  2. Select the Data Files tab

Outlookusers.com - Outlook Data Files on 2007.jpg

As you can see above, I’m using two PST files - archive.pst and Outlook.pst.  The file location on your local computer is displayed to the right of the file name, so if you ever need to know its location you can find the information from the Data Files tab.

In Outlook 2003:

  1. Click File –> Data File Management

Outlook Data Files on 2003.jpg

Other Notable PST and OST Info

  • Outlook 2002 and earlier are limited to PSTs no larger than 2GB in size.  Outlook 2002 and earlier PST files are in ANSI formate
  • Outlook 2003 and later use UNICODE format and can use much large PST files - up to 20 GB by default.  Microsoft has an article discussing how to change the size of PST and OST files.

March 2, 2009

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How to Backup Your Data in Outlook

Using Microsoft’s addin for Outlook 2002 and later, you can easily backup your PST file to the location of your choosing.  I recommend copying it off your local hard drive to a USB drive or CD/DVD.

First off, download the Personal Folders Backup addin from Microsoft.  Once downloaded, close out of Outlook and run the installation program which is named pfbackup.exe.

When complete, reopen Outlook and complete the steps below to regularly back up your Outlook data.

  1. From your Outlook toolbar, click File and then Backup

Backup Outlook - 1.jpg

  1. You will be presented with the Outlook Personal Folder Backup utility.  Click the Options… button.

Outlookusers.com - Backup Outlook

  1. The following screen will display the Outlook data files available for backup.  Place a check next to the PSTs you’d like to backup and specify the backup location for file.  Remember!  Off your local PC is best!  You may also select the option to be reminded every X number of days to backup your files.  When complete, click OK.

Outlookusers.com - Backup Outlook

  1. Next, click Save Backup to complete the configuration.

Outlookusers.com - Backup Outlook

  1. The next time you close Outlook, the backup will run.

Backups are an essential part of any standard PC maintenance plan.  Be sure and include the Personal Folders Backup utility as part of yours.

December 16, 2008

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