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

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Title: Working with Microsoft Outlook 2000 Data Colin Page Support Professional Business Applications Micro

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\Out
look.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/downloadDe
tails/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\Arc
hive.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 machines 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