Posts Tagged ‘PST’

How to backup Outlook Mailbox / Export Exchange Mail backup to .pst

Tuesday, November 17th, 2020

Reading Time: 3minutes

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In the corporate world most of us are forced to use as a desktop environment some kind of Windows version 7 / 8 / 10  version with Outlook configured to use Microsoft Exchange MailServer mailbox set to use POP3 or IMAP account.
Sometimes for new employees for Knowledge transfer purposes having a backup copy of some employee who was laid off or as most of the times has left the company for a better position or simply due to boredom.

Even just for backup purposes in case if by mistake you have deleted some mails out of your mailbox it is useful thing to create a Mailbox backup of whole mail address data especially as with time the amount of Emails grows to many, many thousand of emails year by year and under some circumstances where you have a Mailbox data Limit to up to lets say 4 Gigabytes per mailbox it is useful to periodically clean up old mails, but for the historical reference to create a backup of old email.

Even at some times it is useful to create a whole backup of mailbox every year and then delete the content of Mail data for this year from Outlook.

Export of mail data in Outlook configured email is exported to .PST file format– [ MS-PST ]: Outlook Personal Folders.

Each Personal Folders File (.PST) represents a Message store that contains an arbitrary hierarchy of Folder objects, which contains Message objects, which can contain Attachment objects. Information about Folder objects, Message objects, and Attachment objects are stored in properties, which collectively contain all of the information about the particular item.

If you want to back up the message folders locally to work PC (in addition to keeping them on the Exchange server), you can automatically move or delete older items with AutoArchive (feature of Outlook) or export the items to .pst file that you can restore later as needed and use by importing.

So how to backup / export your Email correspondence to .PTS?

1. Select File -> Open & Export -> Import/Export

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2. Select Export to a file, and then select Next.

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3.Select Outlook Data File (.pst), and select Next.

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4. Select the mail folder you want to back up and select Next.

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5. Choose a location and name for your backup file, and then select Finish.

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To ensure no one has access to your .pst files, after finish you'll be prompted to enter and confirm a password (or if you don't want pass leave pass field as empty), and then select OK.

The produced .pst file will be stored by default under C:\Users\Username\Documents\Outlook Files.

The messages that you keep in a .pst file are no different from other standard messages in outlook. You can forward, reply, or search through the stored messages as you do with other messages.
 

Archive Outlook mail in Outlook 2010 to free space in your mailbox

Thursday, May 15th, 2014

Reading Time: 3minutes

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If you're working in a middle or big sized IT company or corporation like IBM or HP, you're already sucked into the Outlook "mail whirlwind of corporate world" and daily flooded with tons of corporate spam emails with fuzzy business random terms like taken from Corporate Bullshit Generator

Many corporations, because probably of historic reasons still provide employees with small sized mailboxes half a gigabyte, a gigabyte or even in those with bigger user Mailboxes like in Hewlett Packard, this is usually no more than 2 Gigabytes.

This creates a lot of issues in the long term because usually mail communication in Inbox, Sent Items, Drafts Conversation History, Junk Email and Outbox grows up quickly and for a year or a year and a half, available Mail space fills up and you stop receiving email communication from customers. This is usually not too big problem if your Mailbox gets filled when you're in the Office (in office hours). However it is quite unpleasent and makes very bad impression to customers when you're in a few weeks Summar Holiday with no access to your mailbox and your Mailbox free space  depletes, then you don't get any mail from the customer and all the time the customer starts receiving emails disrupting your personal or company image with bouncing messages saying the "INBOX" is full.

To prevent this worst case scenario it is always a good idea to archive old mail communication (Items) to free up space in Outlook 2010 mailbox.
Old Outlook Archived mail is (Saved) exported in .PST outlook data file format. Later exported Mail Content and Contacts could be easily (attached) from those .pst file to Outlook Express, leaving you possibility to still have access to your old archived mail keeping the content on your hard drive instead on the Outlook Exchange Mailserver (freeing up space from your Inbox).

Here is how to archive your Outlook mail Calendar and contacts:

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1. Click on the "File" tab on the top horizontal bar.Select "Cleanup Tools" from the options.

2. Click "Cleanup Tools" from the options.

3. Click on the "Archive this folder and all subfolders" option.

4. Select what to archive (e.g. Inbox, Drafts, Sent Items, Calendar whatever …)

5. Choose archive items older than (this is quite self-explanatory)

6.Select the location of your archive file (make sure you palce the .PST file into directory you will not forget later)

That's all now you have old mails freed up from Outlook Exchange server. Now make sure you create regular backups ot old-archived-mail.pst file you just created, it is a very good idea to upload this folder to encrypted file system onUSB stick or use something like TrueCrypt to encrypt the file and store it to external hard drive, if you already don't have a complete backup corporate solution backuping up all your Laptop content.

Later Attaching or detaching exported .PST file in Outlook is done from:

File -> Open -> Open Outlook Data File

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Once .PST file is opened and attached in Left Inbox pane you will have the Archived old mail folder appear.

 

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You can change Archived name (like I did to some meaningful name) like I've change it to Archives-2013 by right clicking on it (Data File properties -> Advanced)