Where does Outlook store the PST file and how can I move it to another drive? Don't worry, I'll explain everything now! Outlook express where mail is stored
It seems like a very simple question: Where is email stored?
Mail can be stored on the server or in a personal folder on your computer (personal folders file, PST file). Today we'll talk about how messages are stored on your computer.
Storing messages locally on your own computer
Let's say you decide to reduce your mailbox size by storing email messages on your computer (instead of storing them, for example, on a mail server). Perhaps you simply need to move some of the messages associated with an important project from one computer to another. How to do it? Where will the email be stored after completing these steps?
Answer: Mail will be stored in 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 quite simple in Outlook. Below are a number of reasons why you should use personal folders.
- Freeing up space on the server Personal folders should be used when receiving from system administrator notifications that the mailbox size is approaching the maximum allowable size.
- More efficient documentation Use personal folders to store messages you need for professional or personal purposes. PST storage allows you to maintain a paper trail.
- Portability You can use Personal Folders to move or copy messages from one computer to another, or to Reserve copy to a CD or other removable media.
Think before saving messages locally
Messages stored in a .pst file can only be accessed by one user at a time, so some organizations' policies do not allow or explicitly prohibit message storage locally.
We've just looked at the benefits of this approach, but it's also important to know that local storage isn't for everyone. To figure out if it's 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 will not be accessible from another computer. (For a way around this limitation, see the last course in the series.)
- Only one user can work on a PST file at a time. Even if you share a computer and share a .pst file, the user will be able to open the file only after the user working on the file closes the file.
- Local storage may be prohibited by organizational policies. Some organizations have rules governing what can and cannot be stored. An organization's retention policies may prohibit (or prevent) the creation of .pst files. Instead of moving messages into their own folders, users are given access to special "managed folders." Typically, such folders are created and managed by the system administrator.
It's time to take action using the archiving feature
We've looked at some of the advantages and disadvantages of storing messages locally. It's time to consider ways. Let's start with archiving. The main benefit of the Archive feature (also known as AutoArchive) is that you only need to click a button to use it. Yes.
In a typical Outlook installation, 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 click the button Yes in Outlook's "Auto-Archive Old Items Now?" message box, the AutoArchive feature will start doing its job.
The AutoArchive feature moves messages based on their retention period. This is done regularly (eg every 14 days) as long as the user answers "Yes".
Below is an overview of how this feature works.
To start the procedure, click the button Yes.
Messages are moving from the mailbox...
...to the archive folder.
Outlook creates this folder automatically.
All mailbox subfolders are automatically mirrored to an archive folder, and messages are moved to those subfolders according to their location in the mailbox. Thus, the archiving function copies the mailbox structure to the archive folder. As you can see in the picture, the Alpine Ski House and Contoso folders look exactly the same in the archive folder as they do in the mailbox.
Again, Outlook does all the work automatically.
As you may have noticed, Outlook does most of the work automatically. If you're the kind of person who needs everything to be neat but doesn't care how exactly it gets done, the archiving feature is your choice. How does this feature relate to personal folders? We will consider this issue further.
Personal folders provide maximum control
Unlike the archiving feature, when using personal folders, you have to do some of the work yourself. This means that you will have to create folders and subfolders and put 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 developing storage systems and expect to update those systems, for example after completing old projects and starting new ones.
- You create rules to move messages to specified folders.
If so, you'll love the amount of control that personal folders provide.
In both cases, PST files are used
As you already know, both Archiving and Personal Folders move messages (rather than copying them) 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 the Outlook data file. This file is also known as Outlook Personal Folders file, PST file, and Personal Vault (PST file is stored on your personal computer).
Additional Personal Folder Type
For some account types, email is delivered directly to a personal folder. If email is delivered directly to your computer, as is the case when using account POP3 or a properly configured Exchange Server account, your mailbox will look like the mailbox outlined in red in the figure. This means that in the navigation pane next to the mailbox icon it will say Personal folders.
What does this mean? Typically, this means that 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 Archive feature or a personal folder that you create yourself. Disk space is limited and folders fill up, so once you've put things in order, finding the data you need is much faster.
Outlook stores backups of your data in different places. Depending on your account type, you may be able to back up email messages, personal address book, navigation pane settings, signatures, templates, and more.
If you are using an account Microsoft Exchange, Office 365 or Outlook.com, email messages will be archived on the mail server. In most cases, a personal folder file (.pst) is not used with these types of accounts.
To view some backup files for Outlook, you need to show hidden system folders and file name extensions. For information on how to do this, see the section.
Learn about backing up your Office 365, Exchange, and Outlook.com accounts
For Office 365 accounts, Exchange or Outlook.com accounts, Hotmail.com or Live.com accounts that do not have POP or IMAP access, the Personal Folders .pst file is missing. You may have an offline folders (OST) file, but when you add a new email account, Outlook automatically recreates it. This file cannot be moved from one computer to another.
For Office 365 accounts, Exchange or Outlook.com accounts, Hotmail.com or Live.com accounts that do not have POP or IMAP access, you can transfer the following data from one computer to another.
Navigation Pane Options
These options are available in one of the following locations.
Windows 10 drive:\users\<имя_пользователя>\AppData\Roaming\Microsoft\Outlook\Profile Name. XML
Previous Windows versions
Print styles
The Outlprnt file can be found in one of the following locations.
Windows 10 drive:\users\<имя_пользователя>\appdata\roaming\microsoft\outlook\outlprnt
Previous versions Windows drive: \my documents and \Application date\microsoft\outlook\outlprnt
The files that create Outlook signatures can be found in the following locations.
Windows 10 drive:\users\<имя_пользователя>\appdata\roaming\microsoft\signatures
Previous versions of Windows
In 32-bit and 64-bit versions of Outlook, forms are stored in different locations. The files that create Outlook forms can be found in the following locations.
All Windows versions on disk:\programs Files\Common Files\Microsoft Shared\Stationery
All Windows versions on disk:\Program Files (x86)\Common Files\Microsoft Shared\Stationery
Custom Forms
The files that create custom Outlook forms can be found in the following locations.
Windows 10 drive:\users\<имя_пользователя>\appdata\local\microsoft\forms
Earlier versions of Windows on the drive: \my documents and \Local Settings\Application Data\Microsoft\Forms
Custom dictionary files are stored in the following locations.
Windows 10 drive:\users\<имя_пользователя>\appdata\roaming\microsoft\uproof
Previous versions of Windows <имя_пользователя>\Application Data\Microsoft\UProof
All Outlook templates you create are stored in one of two places. Templates will have the extension oft.
Windows 10: drive:\Users\<имя_пользователя>\AppData\Roaming\Microsoft\Templates
Previous versions of Windows: drive:\Documents and Settings\<имя_пользователя>\Application Data\Microsoft\Templates
Send and Receive Options
Send and receive options include which accounts are checked at what frequency. The send and receive settings file can be found in one of the following locations. The file will have an SRS extension.
Windows 10: drive:\Users\<имя_пользователя>
Previous versions of Windows: drive:\Documents and Settings\<имя_пользователя>
Email, Calendar, Contacts and Tasks for POP and IMAP accounts
If you have a POP or IMAP account, all of your data is already saved in a personal folders file (PST). It can be transferred to another computer while saving the data. When you move a .pst file from one computer to another, your email account settings are not transferred. If you need to set up Outlook on a new computer, copy the .pst file from your old computer and set up an email account on the new one. Then open the PST file on the new computer.
The location of the PST file depends on the versions of Outlook and Windows and how you set up your account or created the PST file. The PST file can be found in the following locations.
Windows 10 drive:\users\<имя_пользователя>\appdata\local\microsoft\outlook
Windows 10 drive:\users\<имя_пользователя>\roaming\local\microsoft\outlook
Earlier versions of Windows on disk:\my documents and settings\<имя_пользователя>\Settings\Application Data\Microsoft\Outlook
Advice: .
Note: Your configuration may not include all of these files because some of them are created only when you configure Outlook features.
Can't find folders?
Some folders may be hidden. To show hidden folders in Windows, do the following:
Click the button Start and select Control Panel.
Open Folder Options.
To find Folder Options, at the top of the window in the search field, enter Folder Options. In the Control Panel for Windows XP in the field Address enter Folder Options.
On the tab View In chapter Extra options in category Files and folders In chapter Hidden files and folders check the box Show hidden files and folders.
Outlook Data File (PST)
Outlook data files (.pst files) contain email messages, calendars, contacts, tasks, and notes. To work with items in a PST file, you need Outlook.
When you archive Outlook data, it is saved in PST files.
Notes:
Accounting Microsoft data Exchange Server stores data on the mail server. To enable you to use Cached Exchange mode or work offline, copies of items are saved as an Outlook offline data file (OST). For more information, see Outlook Data File (OST). Some organizations also allow items to be exported or archived to a .pst file.
Moving a PST file to a network shared network not supported. For more information, click the article number below to view the article in the Microsoft Knowledge Base
: Personal folder files are not supported in local network or via global communication channels.
Determining the name and location of the Personal Folders file
Microsoft Outlook 2010
In Outlook 2010, open the File tab on the Ribbon and select the Details tab from the menu.
Click the button Setting up accounts and select a team Setting up accounts.
Click files data.
Make a note of the path to the PST file and its name. For example, C:\Exchange\Mailbox.PST specifies a PST file named Mailbox. pst and is located in the Exchange folder on drive C.
Outlook data files (.pst) created in Outlook 2010 are saved on your computer in a folder Documents\Outlook Files. In Windows XP these files are created in the folder My Documents\Outlook Files.
Advice: If the Outlook data file (PST) is large, it may cause OneDrive sync to slow down and show "Processing changes" or "file in use." Learn how to delete an Outlook data file. PST from OneDrive.
After you upgrade to Outlook 2010 on a computer that already had data files created in earlier versions of Outlook, those files are saved in a different location in a hidden folder.
Windows 7 and Windows Vista
Windows XP
Advice: Information about hidden Windows folders see Windows Help and Support Center.
Launch Outlook.
On the menu Service select team Options.
On the tab Mail setup click the button data files .
Make a note of the path to the PST file and its name. For example, C:\Exchange\Mailbox.PST specifies a PST file named Mailbox. pst, which is located in the Exchange folder on drive C.
5. Click the button Close, press the button OK and then to the menu file select team log out and end the session to close Outlook.
Copying a Personal Folders file
From the Start menu, select Programs and then File Explorer.
Browse the files in the PST file folder.
Copy the PST file to the desired location.
For more information about copying files and folders, follow the steps below.
Click the Start button and select Help.
Open the Search tab and enter the Copy command.
In the dialog box select section to display click link copy or move a file or folder.
Point Outlook to a new Personal Folders file
Microsoft Outlook 2010
Open Outlook 2010.
On the ribbon, open the tab file and select the tab from the menu intelligence .
Open the tab Account settings, and then press the button again Account Settings .
On the tab Data files click the button Add.
In chapter type file select item Outlook data file (*.pst).
OK.
Select the PST file and click the button use as default.
9. Press the button OK.
Delete
11. Press the button "Yes", click " Close" and then press the button OK
12. in the menu file select team exit.
13. Restart Outlook.
Microsoft Office Outlook 2007
Open Outlook.
On the menu Service select team Options.
On the tab Mail setup click the button email accounts, even if you don't have an email account.
On the tab Data files click the button Add.
Click the item Office Outlook Personal Folders (PST) File and press the button OK.
Browse to the new location of the PST file and click the button OK two meanings.
Click the button use as default.
If this is the default email delivery location, the following message appears:
You have changed the default delivery location for email. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time you start Outlook.
9. Press the button OK.
10. Select the PST file listed in the "Define the name and location of your Personal Folders file" section, and then click the " Delete" to remove the local PST file from the profile.
11. Press the button "Yes", click " Close" and then press the button OK to close all dialog boxes.
12. in the menu file select team exit.
13. Restart Outlook.
If PST is the default delivery location, the following message appears:
The location where messages are delivered has changed for this user profile. To perform this operation, you may need to copy the contents of your old Outlook folders to your new Outlook folders. For information about how to change your mail delivery location, see Microsoft Outlook Help. Some keyboard shortcuts in the Outlook toolbar may no longer work. Do you want Outlook to recreate your keyboard shortcuts? All keyboard shortcuts you created will be deleted.
Click the button Yes to have Outlook update the Outlook toolbar shortcuts to point to the new location of the .pst file, or No to leave the keyboard shortcuts for the original local .pst file in the list.
Your profile now points to the PST file in the new location. Outlook will open a new PST file and you can now delete the PST file from its original location.
File (OST)
The OST file is synchronized with items on the Exchange server. Since the data remains on the Exchange server, you can recreate this .ost file on a new computer without backing up the .ost file.
Windows 7 and Windows Vista drive:\\Appdata\local\microsoft\outlook
Windows XP drive:\my documents and \Local Settings\Application Data\Microsoft\Outlook
Personal Address Book (PAB)
Windows 7 and Windows Vista drive:\\Appdata\local\microsoft\outlook
Windows XP drive:\my documents and \Local Settings\Application Data\Microsoft\Outlook
Note: Personal Address Books (PAB) are not supported in Outlook 2010. When you upgrade to Outlook 2010, you will be prompted to import any PAB files into Contacts. If you don't import the PAB file when you first start Outlook 2010, you can import it later using the " Import" in Microsoft Office Backstage View.
Offline Address Book (OAB)
The Offline Address Book (OAB) is used by Microsoft Exchange Server accounts. It contains information such as names, email addresses, titles, and office location information from the global address list on the server running Exchange.
You don't need to create backup copy or restore this file. It is created and updated automatically.
Windows 7 and Windows Vista drive:\\Appdata\local\microsoft\outlook
Windows XP drive:\my documents and \Local Settings\Application Data\Microsoft\Outlook
Navigation Pane Customization File (XML)
This file stores information about the contents of the navigation pane.
Windows 7 and Windows Vista drive:\Users\user\appdata\roaming\outlook\profile Name. XML
Windows XP drive:\my documents and and\Application\Name. XML
Registered Microsoft Exchange Extensions (DAT)
Windows 7 and Windows Vista drive:\\Appdata\local\microsoft\outlook
Windows XP drive:\my documents and \Local Settings\Application Data\Microsoft\Outlook
Autocomplete list for Outlook contacts
AutoComplete is a feature that suggests suggestions for names and email addresses as you type them. The suggested options are taken from a list of names and mailing addresses from previously sent messages.
In Outlook 2007, the AutoComplete list (NK2) file is stored in the following folders:
Windows Vista: drive:\Users\<имя пользователя>\AppData\Roaming\Microsoft\Outlook
Windows XP: drive:\Documents and Settings\<имя пользователя>\Application Data\Microsoft\Outlook
In Outlook 2010, the completion list file (NK2) is no longer used. AutoComplete list items are now saved in your Microsoft Exchange Server mailbox or in the Outlook data file (.pst) of your account.
Exchange Server Accounts
If you use an Exchange Server account, your auto-complete list is stored in a mailbox on the Exchange server. This allows you to use the AutoComplete list on any computer where you work in Outlook with your Exchange account.
How to determine if you have an account Microsoft records Exchange Server?
Open the tab File. Click the button Setting up accounts and select a team Setting up accounts. On the tab Email the list of accounts indicates the type of each of them.
POP3 accounts
The AutoComplete list is saved in an Outlook data file (.pst). See Find and transfer Outlook data files from one computer to another for location information.
IMAP and Outlook.com accounts
The AutoComplete list is saved in an Outlook data file (.pst). The Outlook data file (.pst) for these accounts is not the same as in the Outlook application. It is a copy of the data in your mail server account and is not intended to be moved or restored. When you set up an IMAP or Outlook.com (formerly Hotmail) account in a different Outlook profile or on a different computer, a new Outlook data file (.pst) is created. Therefore, the AutoComplete list is unique to the computer and profile in which the account is configured, and its entries do not appear on another profile or computer that you use.
Rules (RWZ)
Windows 7 and Windows Vista
Windows XP
Note: If you upgraded to Outlook 2010 from an earlier version of Outlook than Microsoft Outlook 2002, you may have an RWZ file on your computer's hard drive. The RWZ file is no longer required, and rule information is now stored on the server running Microsoft Exchange and in the Outlook data file (.pst) for POP3 and IMAP email accounts. You can delete the file.
If you use the import and export rules feature, by default the RWZ files are located in the folder Documents.
Print Styles (Outlprnt file without extension)
Windows Vista drive:\\Appdata\roaming\microsoft\outlook
Windows XP drive:\my documents and and\Application Data\Microsoft\Outlook
Signatures (RTF, TXT, HTM)
Windows 7 and Windows Vista drive:\Users\user\appdata\roaming\microsoft\signatures
Windows XP drive:\my documents and and\Application Data\Microsoft\Signatures
Forms (HTM)
Windows 7 and Windows Vista
Windows 7 and Windows Vista 64-bit with Outlook 2010 32-bit drive:\Program Files (x86)\Common Files\Microsoft Shared\Stationery
Windows XP drive:\Program Files\Common Files\Microsoft Shared\Stationery
Custom Forms
Windows 7 and Windows Vista drive:\Users\user\appdata\local\microsoft\forms
Windows XP drive:\my documents and \Local Settings\Application Data\Microsoft\Forms
Dictionary (DIC)
Windows 7 and Windows Vista drive:\Users\user\appdata\roaming\microsoft\upproof
Windows XP drive:\my documents and and\Application Data\Microsoft\UProof
Templates (OFT)
Windows 7 and Windows Vista drive:\Users\user\appdata\roaming\microsoft\templates
Windows XP drive:\my documents and and\Application Data\Microsoft\Templates
Send and Receive Options (SRS)
Windows 7 and Windows Vista drive:\\Appdata\roaming\microsoft\outlook
Windows XP drive:\my documents and and\Application Data\Microsoft\Outlook
Messages (MSG, HTM, RTF)
Windows 7 and Windows Vista drive:\Users\user\documents
Windows XP drive: documents and documents Settings
Show hidden folders and file name extensions
Some folders may be hidden and file name extensions (such as PST, OST, PAB) may not be shown in Windows. To show hidden folders and file name extensions, do the following:
On Windows 10, click Start and select Control Panel.
On Windows 8, click Windows keys+ X then click Control Panel.
On Windows 7, click Start and select Control Panel.
In chapter Files and folders uncheck the box Hide extensions for registered file types.
In chapter Hidden files and folders click Show hidden files, folders and drives.
Click the button OK.
Open Control Panel.
On the list View select Large icons or Small icons to see all Control Panel icons.
Click Folder properties.
Go to the tab View.
In field Extra options:
Today I want to tell you how to find edited files in Outlook. When I was a system administrator and I had to squeeze in and help ordinary users, there were situations when they received a letter with an attachment and they opened it directly from Outlook, edited it, and then only realized that the changes were not saved, I don’t know whether it was due to inattention , or because of their illiteracy, but it turns out that such files are not lost.
Where are the files stored?
Microsoft has been faced with this situation for a long time and such files are saved in the outlook settings after editing from a letter, for each operating system this is your way.
%username% is your account name
- For Windows XP: C:\Documents and Settings\%username%\Local Settings\Temporary Internet Files\Content.Outlook\
- For Windows 7: C:\Users\%username%\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\
- For Windows 8.1 C:\Users\%username%\AppData\Local\Microsoft\Windows\INetCache\ Content.Outlook\
Let me remind you that this folder will be hidden; see the link for how to display hidden folders.
and teach users to be at least a little more attentive, and not to shift everything onto the shoulders of the system administrator, who, in their opinion, should correct all their stupidity
To simplify your life even more, and the user may again forget where it is and again bother you with the question, where are my files, I will give you the outlooktempcleaner utility, it will be able to constantly open this folder (Content.Outlook), where the edited files are located through outlook .
Install outlooktempcleaner, the wizard will open, click next
if desired, we can specify our own settings
In a couple of seconds, this utility will be installed, launch it through the start button.
In the utility that opens, click Open Folder. It will open you the desired folder with your required files.
Outlook is a program included with Microsoft Office designed to work with by email and letters. In order not to lose or transfer letters from the program to another computer or third-party media, you can save them in separate file, export or archive.
Saving an email in Outlook 2010 and 2013
Where does Outlook store emails?
By default, the program saves all letters after every certain period of time into a separate outlook.pst file automatically. This file is located in the Primary_disk:\Documents and Settings\account_name\Local Settings\Application Data\Microsoft\Outlook folder. You can copy and use this archive for your own purposes, but keep in mind that the latest letters received by mail may not have time to get into it. Therefore, it is better to use manual export or archiving to be sure that all letters will end up in the file.
Outlook.pst file containing all emails How to archive letters
Archiving in Outlook is a feature that moves some emails into a separate compressed archive to reduce the amount of memory they occupy on your hard drive. Unlike traditional backup, which creates 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. See the table below for more details.
Table: Retention period for 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 will be able to independently add letters to the archive or remove them from it. An archive created using Outlook is located by default in the Primary_drive:\User\Account_Name\Documents\Outlook Files\archive.pst section.
To customize automatic archiving settings for yourself, follow these steps:
Manual archiving
During manual archiving, the “Archive” folder will be created automatically if it was not previously created during automatic archiving.
Video: Archiving in Outlook
Downloading and restoring emails from archives and pst files
If you have an archive or other file with letters in pst format, then you can quickly upload all the data from it to the program. That is, using a PST file you can restore lost data or add new data taken from another computer:
Video: Microsoft Outlook 2010 database migration
Exporting letters
Export allows you to save both letters and other elements located 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 will 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 program version.
Click the “Import” button - Check the "Export files" option.
Select the action “Export files” - Specify that you want to create a file in pst format.
Specify pst format - Select individual folders to export, or check the topmost section and check the box next to the words “Include subfolders.”
Specify which folders need to be exported - Specify the path where the location for storing the file with exported letters will be determined.
We indicate where to save the file with the exported files - If you want, you can set a password for the file, but this is not necessary.
Set a password for the file - As a result, you will receive a file with which you can transfer letters to any computer that has Outlook.
Exported file received
How to highlight letters
To mark several emails at once for further deletion or transfer them to the “Read” section, hold down Ctrl key on the keyboard and start marking letters with the mouse without releasing the key.
If you need to select a large number of letters at once, then select the first letter, and then hold down the Shift key on your keyboard and select the last letter without releasing the key. All letters between the first and last letter will be highlighted.
Selecting several letters at once To select all letters at once, mark one letter and hold down the Ctrl+A key combination, then all letters located 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
While working with letters, certain errors or problems may arise. To eliminate them, you need to perform certain actions.
Unread messages are read independently
If emails that arrive in your email are automatically marked as “Read” even though you did not open them, then the fact is that you have enabled a feature that shows that you have read the email if you have a tab open with it for a few seconds. To disable this feature, you must follow these steps:
Old emails are not displayed
Messages read some time ago may no longer appear in the program. To fix this, follow these steps:
Emails from Outlook can be exported or archived to create a file that you can transfer to another computer or give to someone else. The created file can be retrieved using any version of Outlook using import or item creation.
When reinstalling the operating system or changing computers, you probably don't want to lose your messages. mail client. In principle, they shouldn’t disappear anywhere anyway, but cases are different. Even if you don't plan to do anything with your computer, it's better to play it safe and create a backup copy of all your emails.
How to save emails in Outlook
When using any method, along with the letter, its attachments are also saved, but it is impossible to save only the attachments without writing an individual script.
Saving specific emails
Selective saving of mail is exactly the method that is usually understood as saving a letter. It is designed to save certain emails, but nothing prohibits you from 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 document saving window will open. Save the letter to your desired location.
Select a folder and save the letter to the desired location
How to select multiple emails
If you select several emails and go to save, all selected ones will be saved. There are two options to do 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 keyboard shortcut Ctrl+A (first click on one of the letters so that the general selection command is applied specifically to the panel with letters).
Export (save) all letters to a pst file
This method involves creating a pst file that will contain 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 once 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 asked to set a password for created file. Just click OK.
Click OK if you don't want to enter your password every time to access your saved mail.
Where does Outlook store emails?
Outlook has its own pst file in which all your mail is saved. This file is similar to the one the creation of which was described above. It can be located in different places.
Possible paths to the pst file 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 paths to the pst file 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 letters
By recovery, many understand two completely different actions: importing from a pst file and restoring a deleted message. We will describe both of these actions.
Import (recovery) of letters from a pst file
This method assumes that you have a pst file. How to create it is described above.
- Open the Import and Export window as if you were 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 for the emails in Oulook to match with 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: Importing data into Microsoft Outlook 2010 from a pst file
Recovering deleted emails
If you have emptied Outlook's internal trash can, you will no longer be able to recover the email.
- In the folder panel, 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 panel
- Right-click on the desired letter, select “Move”, and then the first option offered (this will be the folder from which the letter was deleted).
Right-click on the desired letter, select “Move”, and then the first option offered
- If you have Outlook 2010 or 2007, this option will not be available. Select "Other folder" and specify the path yourself.
Select "Other folder" and specify the path yourself
How to archive letters
We mentioned earlier about the main Outlook pst file. Over time, more and more letters and attachments accumulate in it, and accordingly its size also grows. To free up some space on your hard drive, you can enable archiving.
Archiving emails in Outlook is not divided into automatic and manual.
Archiving involves turning one or more folders with letters (inside a pst file) into an archive. The folders themselves will not change in any way for you, but everything that is there now and will end up in the future will be compressed.
Possible problems with letters
As with all products Microsoft package Office, Otlook sometimes encounters problems, but they can all be solved very simply. The reasons most often lie in incorrect settings of the email client itself.
Outlook marks an email as read
- If an email is marked as read regardless of whether you 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 doesn't mark read emails
If read emails are not marked - as in the case of the previous problem - you need to go to the reading area settings. Check the box next to “Mark as read when selecting another message” and click OK.
Drag the slider all the way to the right and click next
Creating backups - or saving information to additional media - is useful. 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.
