Well, of course, you say - on the local computer in a personal folders (PST) file. Perhaps, I will answer. But not necessarily. And it’s not all that simple. Mail can also be stored on the server. But there are two types of folders for storing mail on the local computer - personal and archived?
Let's try to figure it out.
The free space on the computer receiving e-mail is not infinite. Sooner or later, you will want to know how you can create personal files for your mail messages. You can store these files locally on your computer, where you won't have the size limits imposed by anyone else.
The user may decide that Email is placed on his computer because he is viewing it there. In fact, when working with Exchange or with the Web-based e-mail service, most messages remain on the server until the user moves them elsewhere.
Where, then, should the email be moved? Microsoft allows you to create local data files, called Personal Folders (PST) files, that actually reside on your local computer. There are several advantages to using personal folder files.
Lack of reminders. If you store all e-mail in the Inbox folder located on the server, sooner or later you will receive a message asking you to empty your mailbox. In some cases, such messages may contain a threat to block the mailbox until the user fulfills these requirements. Storing e-mail in a local folder file in Microsoft Outlook frees you from receiving these types of messages.
Lack of congestion. When stored less important messages in a separate folder, it becomes possible to focus on the most important messages.
Reducing used disk space. The ability to compress Personal Folders (PST) files makes them the most efficient way to store messages. The less disk space the files occupy, the more it remains at the user's disposal.
Freedom of movement. PST files can be moved from one computer to another, as well as stored on a CD. You can also store these files on a shared computer and assign a password to control access to messages.
Archive and personal folders are not part of mailbox.
- Mailbox
- Archive folders and personal folders
Received messages are placed in the Inbox folder. Typically, the Inbox is located inside mailbox along with folders "Calendar", "Contacts" and others. If messages are stored locally, they are moved to archived or personal folders, which are separate data files outside mailbox. Microsoft Outlook has information about the location of these folders, but they are not available to the server.
You can use both personal and archive folders to store messages in your personal folders file, or both!
What's the difference between archive and personal folders?
It is important to keep two points in mind from the outset.
- Messages stored in a Personal Folders (PST) file are not accessible from the email server. They are located on the local computer, and the user, when moving to another computer, will not be able to read these messages until they move them to the new machine.
- Only one user can work on a PST file at a time. Even if the computer is provided for general use, and there are permissions to access the personal folders file for multiple users, each of them must close the PST file so that another user can open it.
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Outlook Express is included in initial setup operating room Windows systems XP and, therefore, widespread among users. You don't have to pay extra for it and Outlook Express allows you to perform basic operations with e-mail and even keep an address book with all the necessary contact information.
To the disadvantages mail program can be attributed to the weak security of information storage and the lack of a mechanism Reserve copy... But the last problem can be solved manually. In practice, sometimes the task of reinstalling arises operating system with the preservation of the user's personal correspondence, or the task of transferring e-mail messages stored in Outlook Express to another computer. This is where you need a manual backup of the existing correspondence and the address book with contacts.
The process of migrating email data can be divided into several stages:
Back up email messages.
Backing up your address book.
Recovering email messages.
Restoring the address book.
Backing up email messages
The most important stage. You must manually copy the files that store all e-mails to another drive. But first of all, you should find out where the mail files are located in Outlook Express.
Backing up your address book
If you have a large address book or very important contact information, then, like e-mail messages, you should reserve it so as not to lose something important.
Recovering email messages
When you start a new Outlook Express (after reinstall Windows XP or do it on another computer), right after setting up your e-mail accounts, you can restore all previously saved messages. For this:
Close Outlook Express.
Make sure you can show hidden files.
Go to the folder on the following path "C: \ Documents and Settings \ Username \ Local Settings \ Application Data \ Identities \ (Alphanumeric Folder) \ Microsoft \ Outlook Express" and copy over the existing files, those that you backed up earlier in the first step of this article.
Start Outlook Express. Inbox, Outbox, Sent Items, etc. folders will contain your old e-mails.
Restoring the address book
You can also add the contacts of the address book saved to the CSV file in step 2 to the recovered emails.
When reinstalling the operating system or changing computers, you probably won't want to lose your mail client messages. In principle, they shouldn't disappear anywhere anyway, but there are different cases. Even if you do not plan any actions with your computer, it is better to play it safe and create backup all your letters.
How to save emails to Outlook
When using any method, its attachments are saved along with the letter, but it is impossible to save only attachments without writing an individual script.
Saving specific emails
Selective mail saving is exactly the method that is usually understood as mail saving. It is designed to save certain letters, but nothing prohibits saving all your mail in this way.
- Select the letter you need (left-click, as when opening) and go to the "File" tab.
Select the letter you need and go to the "File" tab
- Click "Save As".
- A standard window for saving the document will open. Save the letter to the location you want.
Select a folder and save the email to the desired location
How to highlight multiple emails
If you select several letters and go to saving, all selected ones will be saved. There are two options for doing this:
- to select several specific letters, click on each of them while holding down the Ctrl key;
- you can select all letters in a group using the Ctrl + A keyboard shortcut (first click on one of the letters so that the general selection command will apply specifically to the panel with letters).
Export (save) all emails to a pst file
This method involves creating a pst file that will include all letters and their attachments.
- Go to the "File" tab, click on "Open and Export" and open "Import and Export". In Outlook 2010, the path to this window will be different: File - Options - Advanced - Export.
Go to the "File" tab, click on "Open and Export" and open "Import and Export"
- Select "Export to File".
Select "Export to file" in the window that opens and click "Next"
Select "Outlook Data File" and click "Next"
- Select your mailbox and check "Include subfolders". Exporting from multiple boxes at one time is not possible.
Select your mailbox and check "Include subfolders"
- Select the path for the file to be created and click Finish.
Select the path for the file to be created and click "Finish"
- In the next window you will be prompted to put a password on generated file... Just click OK.
Click OK if you do not want to enter the password every time to access the saved mail
Where Outlook stores emails
Outlook has its own pst file that stores all your mail. This file is similar to the one described above. It can be located in different locations.
Possible pst file paths for Outlook 2016 and 2013:
- drive: \ Users \<имя пользователя>
- drive: \ Users \<имя пользователя>\ Roaming \ Local \ Microsoft \ Outlook;
- drive: \ Users \<имя пользователя>\ Documents \ Outlook Files;
- drive: \ Users \<имя пользователя>\ My Documents \ Outlook Files \;
- drive: \ Documents and Settings \<имя пользователя>
Possible pst file paths for Outlook 2010 and 2007:
- drive: \ Users \<имя пользователя>\ AppData \ Local \ Microsoft \ Outlook;
- drive: \ Users \<имя пользователя>\ Local Settings \ Application Data \ Microsoft \ Outlook.
Video: Export and Import Outlook Data
How to recover emails
Many people understand recovery as two completely different actions: import from a pst file and recovery deleted message... We will describe both of these actions.
Import (restore) letters from a pst file
This method assumes you have a pst file. How to create it is described above.
- Open the Import and Export window as you would when exporting, and select Import from Another Program or File.
Select "Import from another program or file" in the window that opens
- Select Outlook Data File.
Select "Outlook Data File" from the list and click "Next"
- Specify the path to the file. If it is possible that the messages available in Oulook match the messages from the pst file, pay attention to the settings and select the one you need.
Specify the path to the file using the "Browse ..." button and click "Next"
- Select the entire Outlook Data File, select the account you want to export emails to, and click Finish.
Select the entire "Outlook Data File", select the account you want to export emails to and click "Finish"
Video: Import Data into Microsoft Outlook 2010 from a Pst File
Recovering deleted emails
If you've emptied your internal Outlook recycle bin, you won't be able to recover the email.
- In the folder pane, open "Deleted Items". To see this panel in Outlook 2016 and 2013, click All Folders or the spread arrow on the left side of the window.
Open "Deleted Items" in the folder pane
- Right-click on the desired letter, select "Move", and then the first suggested option (this will be the folder from which the letter was deleted).
Right-click on the desired letter, select "Move", and then the first suggested option
- If you have Outlook 2010 or 2007, you won't have this option. Select "Other folder" and specify the path yourself.
Select "Other folder" and specify the path yourself
How to archive emails
We mentioned the main Outlook pst file earlier. Over time, more and more letters and attachments accumulate in it, in accordance with which its size also grows. To free up some space on your hard drive, you can enable archiving.
Archiving letters in Outlook is not divided into automatic and manual.
Archiving means turning one or several folders with letters (inside a pst file) into an archive. The folders themselves will not change for you in any way, but everything that is there now and will get in the future will be compressed.
Possible problems with emails
As with all products in the package Microsoft Office, Otlook sometimes has problems, but they are all very simple to solve. The reasons most often lie in the incorrect settings of the mail client itself.
Outlook marks an email as read
- If an email is marked as read regardless of whether you've read it or not, go to the File tab and open Options.
Go to the "File" tab and open "Options"
- Go to the "Mail" section and open the "Reading Pane ...".
Uncheck the first item and click OK
Outlook does not flag read emails
If the read letters are not marked - as in the case with the previous problem - you need to go to the reading area settings. Select the checkbox "Mark as read when choosing another message" and press OK.
Drag the slider all the way to the right and click next
Making backups - or saving information to additional media - is a useful business. Mail is lost quite rarely, but it is still better to have insurance, especially if the messages contain important data. Try to save the file with letters periodically, even if you do not plan any changes.
Outlook is a program included in Microsoft Office designed to work with e-mails and letters. In order not to lose or transfer letters from the program to another computer or third-party media, they can be saved in separate file, export or archive.
Saving email in Outlook 2010 and 2013
Where Outlook stores emails
By default, the program saves all messages at every specified period of time to a separate outlook.pst file automatically. This file is located in the Main_drive folder: \ Documents and Settings \ account_name \ Local Settings \ Application Data \ Microsoft \ Outlook. You can copy and use this archive for your own purposes, but keep in mind that the last letters received by mail might not have time to get into it. Therefore, it is better to use manual export or archiving to make sure that all emails are in the file.
Outlook.pst file containing all emails How to archive emails
Archiving in Outlook is a feature that moves some emails to a separate compressible archive to reduce the amount of memory they occupy on the hard disk. Unlike traditional backups, which create a copy of Outlook items, archived items are moved to a separate Outlook data file (.pst file). Archived items can be accessed at any time by opening this file.
Automatic archiving
By default, the function is activated and performs its duties after 2, 3 or 6 months, depending on the type of letters. For more details, see the table below.
Table: Retention period of various data in Outlook
After the first automatic archiving session, the program creates a file and a separate folder for it. In the future, you can independently add letters to the archive or remove them from it. The archive created by Outlook is located by default under PrimaryDrive: \ User \ AccountName \ Documents \ Outlook Files \ archive.pst.
To customize the automatic backup settings for yourself, follow these steps:
Manual archiving
Manual archiving will create the Archive folder automatically if it was not previously created during automatic archiving.
Video: Archive to Outlook
Loading and restoring emails from archive and pst file
If you have an archive or other file with letters in pst format, then you can quickly unload all data from it into the program. That is, using a PST file, you can recover lost data or add new ones taken from another computer:
Video: transferring Microsoft Outlook 2010 database
Export letters
Export allows you to save both letters and other items in Outlook into a separate uncompressed file in pst format. The resulting file can be used in the same way as an archive, but it does not need to be unzipped.
- While in the "File" tab, go to the "Open" subsection.
Open the "Open" section - Select the "Import" or "Import and Export" function, depending on the version of the program.
Press the "Import" button - Check the "Export files" option.
Selecting the action "Export files" - Indicate that you want to create a pst file.
Specify the pst format - Select the individual folders to export, or check the topmost section and check the box next to the words “Include subfolders”.
Specify which folders you want to export - Specify the path where the location for storing the file with exported letters will be determined.
Specify where to save the file with exported files - If you want, then set a password for the file, but this is optional.
Set a password for the file - As a result, you will receive a file with which you can transfer letters to any computer with Outlook.
Exported file received
How to highlight emails
In order to mark several letters at once for further deletion or transfer them to the "Read" section, hold down the Ctrl key on the keyboard and start marking letters with the mouse without releasing the key.
If you need to highlight a large number of letters immediately, then select the first letter, and then hold down the Shift key on the keyboard and select the last letter, not release the key. All letters between the first and the last letter will be highlighted.
Selecting multiple emails at once To select all letters at once, mark one letter and hold down the key combination Ctrl + A, then all letters in the same folder as the selected letter will be selected.
Saving attachments from multiple emails
Some received letters may contain attachments: files, pictures, videos, etc. You can save the attachments of each letter in turn, but there is another option:
Some problems with Outlook emails and their solutions
In the process of working with letters, certain errors or problems may arise. To eliminate them, you need to perform certain actions.
Unread emails are read independently
If the letters that came to your mail are automatically marked as "Read", although you did not open them, then the fact is that you have enabled the function that shows that you have read the letter if you have opened a tab with it for a few seconds. To disable this feature, follow these steps:
Old emails are not displayed
Messages read some time ago may no longer be displayed in the program. To fix this, follow these steps:
Emails from Outlook can be exported or archived to create a file that can be transferred to another computer or shared with someone. From the created file, you can get data using any version of Outlook, using import or item creation.
Seems like a simple question: Where is email stored?
Mail can be stored on a server or in a personal folder on your computer (personal folders file, PST file). Today we are going to talk about how messages are stored on your computer.
Store messages locally on your own computer
Suppose you decide to reduce the size of your mailbox by storing e-mail messages on your computer (instead of storing them, for example, on a mail server). Perhaps you just need to move some of the messages related to an important project from one computer to another. How to do it? Where will the email be stored after completing these steps?
Answer: The mail will be stored in the Outlook personal folder (personal folders file, PST file). There are two ways to store mail in PST files.
Creating and using personal folders (.pst files) is pretty straightforward in Outlook. The following are a number of reasons why you should use Personal Folders.
- Freeing up space on the server Use Personal Folders when you receive notifications from your system administrator that a mailbox is approaching the size limit.
- More efficient documentation Use personal folders to store messages you need for professional or personal purposes. PST storage allows you to maintain a "documentary footprint".
- Portability Personal folders can be used to transfer or copy messages from one computer to another, or for backups to CD or other removable media.
Think Before You Save Messages Locally
Messages stored in a .pst file can only be accessed by one user at a time, so some organizations have policies that do not or explicitly prevent messages from being stored locally.
We've just covered the benefits of this approach, but you also need to be aware that local storage is not for everyone. To understand if it is right for you, you need to consider the facts below.
- When using PST files, messages can only be accessed from one computer at a time. Messages stored in PST files are less accessible than messages on the mail server. Messages are stored on your computer, so they cannot be accessed from another computer. (For a workaround for this limitation, see the last course in the series.)
- Only one user can work with a PST file at a time. Even with sharing computer and providing general access to a PST file, the user will be able to open this file only after the user working with the file closes the file.
- Local storage can be prohibited by organizational policies. Some organizations have rules about what can and cannot be stored. An organization's retention policies can prevent (or prevent) the creation of .pst files. Instead of moving messages to their own folders, users are given access to special "managed folders". Typically, these folders are created and managed by the system administrator.
It's time to get started using the archive function
We've covered some of the advantages and disadvantages of storing messages locally. Now is the time to consider ways. Let's start with archiving. The main advantage of the Archive feature (also known as AutoArchive) is that you only need to press a button to use it. Yes.
With the usual installing Outlook AutoArchive is enabled by default. (The fourth course in the series will show you how to change the default settings.) This means that once you press the button Yes in the Outlook message box "Do you want to automatically archive old items now?", the AutoArchive feature will begin to do its job.
The AutoArchive feature moves messages based on their retention period. This is done regularly (for example, every 14 days) as long as the user answers “Yes”.
Below is an overview of how this function works.
To start the procedure, press the button Yes.
Messages are being moved out of the mailbox ...
... to the archive folder.
Outlook creates this folder automatically.
All mailbox subfolders are automatically mirrored to the archive folder, and messages are moved to these subfolders according to their location in the mailbox. Thus, the archive function copies the structure of the mailbox to the archive folder. In the figure, you can see that the Alpine Ski House and Contoso folders appear in the archive folder exactly the same as in the mailbox.
Again, Outlook does all the work automatically.
As you can see, Outlook does most of the work automatically. If you are the kind of person who needs everything to be neat, but who are not interested in exactly how it will be done, the archiving function is your choice. How does this feature relate to personal folders? We will consider this issue further.
Personal folders provide maximum control
Unlike the backup function, when using personal folders, you have to do some of the work yourself. This means that you have to create folders and subfolders and place messages there. Messages can be moved by dragging and dropping, using menu commands, or by creating your own rules. What are the benefits of this? Since you move the messages yourself, you can arrange them in any way you want.
Is this method right for you?
- You periodically empty your Inbox.
- You save messages every time you read them.
- You group messages by project, topic, and other important categories.
- You enjoy designing storage systems and expect to upgrade those systems, for example, after completing old projects and starting new ones.
- You create rules to move messages to specified folders.
If so, then you will love the degree of control that personal folders provide.
Both use PST files
As you already know, both when using archiving and when using personal folders, messages are moved (not copied) to the Outlook folder. In both cases, the moved messages will always be available in the folder in the Outlook Navigation Pane.
Another similarity is that in both cases, folders, subfolders, and the messages within them are stored in a file called an Outlook data file. This file is also called Outlook Personal Folders file, PST file, and Personal Vault (the PST file is stored on your personal computer).
Additional type of personal folder
For some account types, e-mail is delivered directly to a personal folder. If email is delivered directly to your computer, as is the case when using account POP3 or an appropriately configured Exchange Server account, your mailbox will look like the mailbox outlined in red in the figure. This means that the Navigation Pane next to the mailbox icon will say Personal folders.
What does this mean? Typically, this means the email is delivered directly to a PST file on your computer. (By default, this file is named Outlook.pst.) Even if mail is delivered to this type of personal folder, you can still use the zip function or your own personal folder. Disk space is limited, folders are filling up, so after putting things in order, finding the necessary data is much faster.
