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Working with Microsoft Outlook 2000 Data Colin Page Support Professional Business Applications Microsoft Corporation

Working with Microsoft Outlook 2000 Data Colin Page Support Professional Business Applications Microsoft Corporation Working with Outlook Data Personal Folders: Opening and Closing

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Working with Microsoft Outlook 2000 Data Colin Page Support Professional Business Applications Microsoft Corporation

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  1. Working with Microsoft Outlook 2000 DataColin PageSupport ProfessionalBusiness ApplicationsMicrosoft Corporation

  2. Working with Outlook DataPersonal Folders: Opening and Closing • From the Microsoft® Outlook® File menu, point to Open, and then click Personal Folders File (.pst) to browse to and open an existing PST file. • To create a new PST file, either add the service to your mail profile or from the Outlook File menu, point to New, and then click Personal Folders File (.pst) to create a new clean PST file. • To close a PST file in Outlook, simply right-click the words Personal Folders and choose Close Personal Folders on the shortcut menu.

  3. Working with Outlook DataPersonal Folders: Moving and Copying • You can move or copy your PST file to your local hard disk, a network share, or removable media. • Using Windows Explorer, browse to the PST file location. The default path in Windows 9x is: C:\Windows\Application Data\Microsoft\Outlook\Outlook.pst • Copy and paste, or move the PST file to the preferred location.

  4. Working with Outlook DataPersonal Folders: Designating as the Default Mail Delivery Location • In Outlook, you can have mail delivered to a PST file on your local hard disk. • If using Corporate or Workgroup (CW) installation, choose Services from the Tools menu and select the Delivery tab. Specify the PST file as the default mail delivery location. • If using Internet Mail Only (IMO) installation, the PST file is the only location available for mail delivery and storage.

  5. Working with Outlook DataPersonal Folders: Password Protecting • To prevent others from accessing your mail, contacts, calendars, and so forth, assign a password to your personal folders. • Make sure to clear the “Save Password in Password List” option so that your password is not cached and a prompt for the password appears each time you open Outlook.

  6. Working with Outlook DataPersonal Folders: Backing up a Personal Folder • Using Windows Explorer, browse to the PST file location. • Make a copy of the file you noted above to either another location on your local hard disk, server, or removable media.

  7. Working with Outlook DataPersonal Folders: PST Backup Utility • To automate the backing up of a PST file, download the following file from the Microsoft Web site: http://officeupdate.microsoft.com/2000/downloadDetails/Pfbackup.htm • Choose which of your PST files you want to back up and how often you want to back them up. • File, Backup, and Options NOTE: The above link is one path; it has been wrapped for readability.

  8. Working with Outlook DataPersonal Folders: Archiving • The AutoArchive feature is set to run every 14 days. This moves items from the existing PST into an archive PST. • Each folder has its own AutoArchive properties, which determine when items in that folder are archived. • By default, Outlook saves archived items in the following location in Windows 9x: C:\Windows\Application Data\Microsoft\Outlook\Archive.pst

  9. Working with Outlook DataPersonal Folders: Size Limitations • The total file size of a PST cannot exceed 2 GB. PST files that exceed 2 GB size limit are unusable. • Items = folder, message, task, contact record, etc. • Each PST file can contain 16,384 items. • Each individual folder can contain a maximum of 16,384 items. • Selecting the option to “Allow upgrade to large tables” will increase the storage capacity of each folder up to 65,536 items.

  10. Working with Outlook DataPersonal Folders: Managing a PST on Two Machines • Outlook does not provide for automatically synchronizing a PST file between two different computers. • Workarounds include: • Copying the PST file to another machine. • Using Net Folders. This does not allow sharing of entire PST and synchronizes information through Internet Mail. • Receiving information through Internet Mail or Microsoft Mail.

  11. Working with Outlook DataPersonal Folders: Personal vs. Public Folders • Personal Folder files are usually stored locally on your machine’s hard disk. However, they can reside also be located on a network server. • Public folders are located on the Exchange Server. They contain information shared by many users. Depending upon access permissions, individual users can create, read, update, or add to the public folder.

  12. Working with Outlook DataImporting and Exporting: Exporting the Personal Address Book to a Text File • Personal Address Books have the .pab extension. • Import the Personal Address Book into the Contacts folder or subfolder in Outlook. • Export the contents of the Contacts folder to a .csv (text file) format.

  13. Working with Outlook DataImporting and Exporting: Importing from Another PST • From the File menu in Outlook, choose Import and Export to activate the wizard. • Follow the prompts provided by the wizard: • “Import from another program or file”; click Next. • Choose “Personal Folders File (PST)”; click Next. • Browse to the location of the PST file you wish to import, and click Next. • Select the folder into which the data is to be imported, and click Finish.

  14. Working with Outlook DataImporting and Exporting: Importing from Other Data Types or Third-party Applications • Outlook 2000 will upgrade and silently convert data from many other e-mail programs during installation. • Before you import certain kinds of data, the import converters and/or the program for that type of information must be installed on your computer. • Outlook will also import text data, in files such as those with comma separated values and tab separated values.

  15. Working with Outlook DataImporting and Exporting: Importing User-Defined Data • Word Mail Merge Data Source - This is generally a table of names and addresses that needs to be converted to a comma-delimited (CSV) file within Word, then imported as a CSV file into the Outlook Contacts folder. • User-defined fields (or custom fields) - These cannot be imported or exported from or into other file formats using the Import and Export feature in Outlook. This is true of user-defined fields in all Outlook items.

  16. Sharing Data Between Other Microsoft Applications and Mail MergeDesignating the Outlook Address Book as a Microsoft Word Mail Merge Data Source • Outlook gives you the ability to choose a subset of contacts and merge the relevant contact information into a letter, fax, envelope label, or e-mail. • Make sure the Outlook Address Book has been added as a service to your mail profile in Outlook. • Make sure the Contacts folder is selected as an e-mail address book by checking the properties of the Contacts folder. On the Outlook Address Book tab, select the "Show this folder as an e-mail address book” option.

  17. Sharing Data Between Other Microsoft Applications and Mail MergePerforming a Mail Merge with Microsoft Word Using Contacts • In earlier versions of Outlook, a mail merge can only be done in Word and there is no way to set up any merge criteria based on recognized Outlook categories and fields. • Specific contacts or the entire folder can be selected for the merge. • On the Tools menu, click Mail Merge to set criteria.

  18. Sharing Data Between Other Microsoft Applications and Mail MergeUsing Net Folders • For further instruction about sharing information using Net Folders, please view the Support Web Cast presentation on this topic: http://support.microsoft.com/servicedesks/webcasts /wc011800/wcblurb011800.asp NOTE: The above link is one path; it has been wrapped for readability.

  19. Sharing Data Between Other Microsoft Applications and Mail MergePersonal Address Book vs. Outlook Address Book/Contacts • Outlook Address Book is created from contacts in your Contacts folder. • When you update your contacts in the Contacts folder, the Outlook Address Book is updated as well. • Personal Address Books are best used to store personal distribution lists, which can now also be created in the Outlook Address Book/Contacts folder.

  20. Sharing Data Between Other Microsoft Applications and Mail MergeWindows Address Book vs. Outlook Address Book/Contacts • Windows Address Book is primarily used by Outlook Express. • Windows Address Book files have a .wab extension. • These entries can be shared with Outlook, so that they are stored in both the WAB file and the Contacts folder, or they can be imported into the Outlook Contacts folder using the Import/Export Wizard.

  21. References I. Personal Folders Opening and Closing Q195717 OL2000: (CW) How to Create a New Personal Folders File http://support.microsoft.com/support/kb/articles/q195/7/17.asp Q195723 OL2000: (IMO) Creating a New Personal Folder for an IMO Account http://support.microsoft.com/support/kb/articles/q195/7/23.asp Q195782 OL2000: Working with Personal Folders http://support.microsoft.com/support/kb/articles/q195/7/82.asp Moving and Copying Q196492 OL2000: How to Back Up, Restore, or Move Outlook Data http://support.microsoft.com/support/kb/articles/q196/4/92.asp Designating as the Default Mail Delivery Location Q197651 OL2000: (CW) Changing from Local Delivery to Server and Offline http://support.microsoft.com/support/kb/articles/q197/6/51.asp Password Protecting Q198088 OL2000: How To Password Protect a Personal Folder (.PST) http://support.microsoft.com/support/kb/articles/q198/0/88.asp

  22. References (2) Backing Up Q195719 OL2000: How to Back Up, Restore, or Move Outlook Data http://support.microsoft.com/support/kb/articles/q195/7/19.asp PST Backup Utility Q238782 OL2000: How to Automatically Backup Your Personal Folders File http://support.microsoft.com/support/kb/articles/q238/7/82.asp Archiving Q197358 OL2000: Creating/Viewing Archive Items from Custom Location http://support.microsoft.com/support/kb/articles/q197/3/58.asp Size Limitations Q197752 OL2000: (IMO) Attributes of the Personal Folder in Outlook http://support.microsoft.com/support/kb/articles/q197/7/52.asp Q208480 OL2000: (CW) Purpose and Capacity of Outlook Storage Facilities http://support.microsoft.com/support/kb/articles/q208/4/80.asp Q250422 OL2000: .OST or .PST Files Corrupted When Size Exceeds 2 GB http://support.microsoft.com/support/kb/articles/q250/4/22.asp

  23. References(3) Managing a PST on Two Machines Q238777 OL2000: Managing a PST for Two Different Computers http://support.microsoft.com/support/kb/articles/q238/7/77.asp II. Importing and Exporting Exporting to Other Data Types / Limitations Q252524 OL2000: How to Export Personal Address Book to a Text File http://support.microsoft.com/support/kb/articles/q252/5/24.asp Importing from Other Data Types or Third-party Applications Q203278 OL2000: E-mail Programs That Outlook 2000 Will Upgrade http://support.microsoft.com/support/kb/articles/q203/2/78.asp Q257824 OL2000: Differences Between Outlook and Outlook Express http://support.microsoft.com/support/kb/articles/q257/8/24.asp Q195981 OL2000: How To Modify Multiple-Part Address Fields for Import http://support.microsoft.com/support/kb/articles/q195/9/81.asp Q197910 OL2000: How to Import Information from Goldmine http://support.microsoft.com/support/kb/articles/q197/9/10.asp

  24. References (4) Q196622 OL2000: (CW) How to Import Archived cc:Mail files into Outlook http://support.microsoft.com/support/kb/articles/q196/6/22.asp Q198137 OL2000: Lotus Organizer Conversion Issues http://support.microsoft.com/support/kb/articles/q198/1/37.asp Q196093 OL2000: How to Import the Corel Suite 8 Address Book http://support.microsoft.com/support/kb/articles/q196/0/93.asp Q198395 OL2000: How to Import Day-Timer 2.0 Data Files http://support.microsoft.com/support/kb/articles/q198/3/95.asp Q208876 OL2000: Converting ECCO Files to Outlook http://support.microsoft.com/support/kb/articles/q208/8/76.asp Q197754 OL2000: How to Import Calendar Information from Calendar Creator http://support.microsoft.com/support/kb/articles/q197/7/54.asp Q243476 OL2000: How to Import and Export Text Data with Outlook http://support.microsoft.com/support/kb/articles/q243/4/76.asp Q202276 OL2000: Error Received When Attempting Import/Export http://support.microsoft.com/support/kb/articles/q202/2/76.asp Importing User-Defined Data Q197657 OL2000: How to Import a Word Mail Merge Data Source File http://support.microsoft.com/support/kb/articles/q197/6/57.asp

  25. References (5) Q197654 OL2000: Cannot Import or Export User-Defined Outlook Fields http://support.microsoft.com/support/kb/articles/q197/6/54.asp Q201438 OL2000: Working With User-defined Fields in Solutions http://support.microsoft.com/support/kb/articles/q201/4/38.asp III. Sharing Data Between Other Microsoft Applications and Mail Merge Designating the Outlook Address Book as a Mail-Merge Data Source Q192258 OL2000: How to Mail Merge Using Contacts http://support.microsoft.com/support/kb/articles/q192/2/58.asp Performing a Mail Merge with Microsoft Word Q192258 OL2000: How to Mail Merge Using Contacts http://support.microsoft.com/support/kb/articles/q192/2/58.asp Using Net Folders http://support.microsoft.com/servicedesks/Webcasts/WC011800 /WCBLURB011800.ASP Windows Address Book vs. Outlook Address Book/Contacts Q196348 OL2000: (IMO) How Do I Share Information Between Outlook and OE http://support.microsoft.com/support/kb/articles/q196/3/48.asp

  26. References (6) Inbox Repair Tool Q197316 OL2000: (CW) Using the Inbox Repair Tool to Recover Messages http://support.microsoft.com/support/kb/articles/q197/3/16.asp Q197315 OL2000: (IMO) Using the Inbox Repair Tool to Recover Messages http://support.microsoft.com/support/kb/articles/q197/3/15.asp Private Message Store Q196737 OL2000: How to Maintain a Private Message Store in Outlook http://support.microsoft.com/support/kb/articles/q196/7/37.asp Rules Wizard Q196212 OL2000: How to Use the Rules Wizard in Outlook 2000 http://support.microsoft.com/support/kb/articles/q196/2/12.asp Offline Folders Q195435 OL2000: (CW) What Are Offline Folders and How Do You Use Them? http://support.microsoft.com/support/kb/articles/q195/4/35.asp

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