Leaving the Institute? Learn how to pack your e-mails to take with you.

One way to pack your e-mail messages is by copying or moving them to a PST file. A PST file, which stands for Personal STore file , contains archived or copies of personal information used by Microsoft e-mail programs, such as e-mail folders and messages , contact information and other data. You can save, copy or move a PST file to another location on your hard disk, to a CD or external drive, to a shared directory on the network or to any entirely new computer. PST files can only be opened or accessed using Microsoft Entourage on a Macintosh computer or Microsoft Outlook on a Windows computer. There are two easy ways to back up your emails to a PST file in Outlook 2003.

I. Create a .pst file while Outlook is running

To create a PST file while Outlook is running, follow these steps:

1. On the File menu, point to New, and then click Outlook Data File.

2. In the Types of storage area, click Office Outlook Personal Folders File (.pst) to create a new Outlook 2003 .pst file. Click Outlook 97-2002 Personal Folders File (.pst) to create a new Outlook .pst file that is compatible with earlier versions of Outlook.

3. Click OK.

4. Navigate to the folder location where you want to save your .pst file. Saving it to the I:\ drive is ideal.

5. In the File name box, type a name for the new .pst file, or you can use the default name. Click OK.

6. In the Name box, type a descriptive title for the .pst file, or you can use the default title of Personal Folders. The title that you enter in the Name box is the name that is displayed on the Outlook 2003 Folders list, and it is applied to any shortcuts that are made for the .pst file on the Outlook Bar. After you select the settings that you want, click OK.

7. The new .pst file is added to the Outlook 2003 Folders list. To view the Folder List, click Folder List on the Go menu.

8 . You are now ready to drag items from your mailbox to this newly created personal store. You can also create sub-folders within this newly created personal store to better organize the information that you are storing in it.

II. Create a .pst file when Outlook is not running

To add a PST file when you use a single e-mail profile, follow these steps:

1. Click Start, point to Settings, click Control Panel, and then double-click Mail.

2. Click Data Files.

3. Click the Add button.

4. In the Types of storage area, click Office Outlook Personal Folders File (.pst) to create a new Outlook 2003 .pst file. Click Outlook 97-2002 Personal Folders File (.pst) to create a new Outlook .pst file that is compatible with earlier versions of Microsoft Outlook.

5. Click OK.

6. Navigate to the folder location where you want to save your .pst file. Saving it to the I:\ drive is ideal.

7. In the File name box, type a name for the new .pst file, or you can use the default name. Click OK .

8. In the Name box, type a descriptive title for the .pst file, or you can use the default title of Personal Folders. The title that you enter in the Name box is the name that is displayed on the Outlook 2003 Folders list, and it is applied to any shortcuts that are made for the .pst file on the Outlook Bar. After you select the settings that you want, click OK .

9. The new .pst file appears in the Data File area. Click Close two times.

10. You are now ready to drag items from your mailbox to this newly created personal store. After opening Outlook, you will find t he new .pst file listed in the Outlook 2003 Folders list . To view the Folder List , click Folder List on the Go menu. You can also create sub-folders within this newly created personal store to better organize the information that you are storing in it.

 

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