The first backup
This article using Outlook 2010 for example. While Outlook 2007 is similar, intuitive Outlook 2003 and before quite different.
Conceptually, everything is applicable to all versions.
The biggest difference is that you will use the File menu, select the Data File menu in previous versions of Outlook to
PST files created or opened.
Until you are familiar with the techniques that I am about to prove, I would suggest that you back up your files to your current PST. Just close Outlook and copy them somewhere.
Given the importance of the email is to many people and that we were going to be doing things that can be moved from one PST emails, it only makes sense to save a copy of what we have before us we started.
The version of Outlook
Create a PST
A PST, or store personal data (or stored), the file formats that Outlook uses to store all emails, contacts, calendars, and more.
But really, it’s just a file.
And while Outlook will create one or more for you automatically, depending on the type of email account you have, you can most certainly create your own.
Click the File menu and Account Settings button.
In the resulting dialog box, click the Data Files tab, and then click the Add … button:
In the resulting “Create or open” dialog box, navigate to where you want the data files are located and enter the new name for the PST file is created:
In the above example, I am about to create “MyEmailArchive.pst” put in my D: backup folder. The name and location can be anything you like, including your external drive.
Outlook PST is now displayed in the list of PST:
Now you’ll notice a new entry in the left pane and open the newly created PST:
Create a folder in a new PST
PST has no directory, so we will create one. Right-click the new PST (MyEmailArchive, in this example) and select New Folder …
Enter a name for your new folder:
In this example, I chose to call my folder months storage, but you can use any name or organizational strategy makes sense for you.
You may find that Outlook does not only create new folders, but a PST Deleted Items folder to the folder as well as its search.
You can create folders and subfolders as you want, just like the current file your PST.
New to PST email migration.
In fact, hosting your email is as simple as drag and drop.
Select the message you want to put in a new PST, press and hold, and drag the new folder:
Important: Look closely at the following example than the one above:
The default action is to move emails from one folder to another – that is, after the email is placed in the newly created PST of us, it will be removed from its original location.
Hold down the CTRL key causes a small plus sign to be added to the cursor icon above. This indicates that the message will be copied to the new folder and the original is to be alone.
Once you’ve determined whether you want to move or copy, and so press Ctrl or not, move the mouse over the destination folder and release.
The message will be placed into a folder in your archive PST.
When you’re done moving or copying an email in your archive PST, you can right-click the PST and click Close:
The PST is closed. Now you can copy it, back it up somewhere, or in the case of an external drive, click the Safely Remove and disconnect the drive if you’re so inclined.
Access to your archive PST
Time passed, and finally you decide that you want access to something that you’ve put into the archive PST.
Make sure the file is accessible on your hard drive or network or external drive, you have it on is connected.
Return to the File menu, account settings and the Data Files tab and click Add … again like you did when you created the data file.
This time, in the Create or Open dialog box, locate the archive PST:
Above, I’ve located PST that I created earlier: D: backupMyEmailArchive.pst.
Click the name of the PST file selection window and click OK to open it.
Thats all there is to it. The PST is again open and can be seen in the windows folder in Outlook. You can view its contents, and copy things in and out of your heart’s content.
I did not make a big deal out of where you create your archive PST.
I suggest that you create it on the hard disk of your computer; Then when you are done accessing it, copy the files to where you plan to keep it – can be a network location, an external hard drive, or something else .
Technically, you can create and access PST directly to one of those. The problem is that if there is a glitch in the network connection or external drive is accidentally disconnected while opening PST, PST files themselves can be left in a state of corruption. Often PST can be repaired with the utility ScanPST, but sometimes it can not. Of course, the risk that you may lose the contents of PST completely.
Unfortunately, when last I checked, PST files do not behave well when placed on a read-only or write-protected media like CD-R, DVD-R, or flash drive or other with a write-protect options, or even if the file is marked with read-only attribute.
Outlook seems to insist on the read / write access to the PST does not really matter what you intend.
The good news here is that it’s quite simple to solve. Because PST only a single file, copy it to your hard drive before you open it in Outlook, and then copy it back or record a new CD / DVD when you’re done.
In Outlook 2010, I received a as.msg file (which is not a text file) for each.
It is a way to do it, but it is not particularly easy to manage.
I want a different approach that is really special flexibility both now while stored, and then, when you need access to your repository.