Recently, a friend who used Outlook 2013 as his email client asked how he could store his personal data in Outlook personal folders offline. We usually refer to these files as PST files. They are useful for storing all correspondence related to a particular topic in a separate offline folder so that offline searching and retrieval will be easy.
For example, you can create Outlook data files (pst) in Microsoft Outlook 2013. Are you using the latest version of Outlook? Go to this guide.
- Start Microsoft Outlook 2013.
- On the Home tab, select New Items.
- Select More items from the drop-down menu and choose Outlook Data File.
- Browse to the location where you want to save the pst file.
- Enter a name for the file and click OK.
- To avoid losing your email backup, it is a good practice to back up your PST files to an external device or network folder once a month or quarter.
- For added security, you can password protect your PST file.
- You can use as many PST files as you need. If you have multiple PST files, you can backup and store email related to specific people, projects, or time periods. By dividing your PST into manageable formats, you also reduce the risk of data loss due to PST corruption. I usually manage a PST file for each calendar year. Once a year, create a new PST file using the process described above and make the build data file the default.
- You can also create subfolders under the existing Outlook file by selecting New Folder from the drop-down menu obtained by right-clicking the psd file in Outlook.