Microsoft Office Tutorials and References
In Depth Information
Working with Outlook
Folders and Data Files
Outlook stores all its data in one or more files on your hard disk (with
the exception of certain Exchange account configurations). Within
those files, some items are organized into folders. To use Outlook
with maximum efficiency, you may want to know how to work with these
folders and files.
Understanding Outlook files
and folders
Outlook data files
You should be aware, however, that most users never need to be concerned
with Outlook’s files and folders — the default arrangement is just fine for
their purposes. I recommend that you do not change Outlook’s file and
folder settings unless you have a real need to do so.
Working with folders
Working with groups and items
Setting folder and file options
Using the search folders
Understanding Files and Folders
All computer users are familiar with the idea of a file . It’s a unit of storage on
a disk that contains data, such as a word processing document, a
spreadsheet, or a digital photograph. Outlook uses files to store all its information,
ranging from email account settings and user options to all its email
messages, appointments, tasks, and other items. In fact, Outlook uses a single
file called an Outlook Personal Folders file to store just about everything.
Using Favorite folders
Using the Deleted Items folder
AutoArchiving Outlook items
Backing up Outlook data
Most computer users are also familiar with the concept of a folder (sometimes
called a directory ). Folders are used to divide a hard disk into discrete storage
areas — can you imagine the confusion if all your files were stored in the
same location? Outlook uses folders, too, but they are not the same as disk
folders. They serve the same purpose — to help organize the items stored —
but they exist within the Outlook Personal Folders file and not as separate
folders on your hard disk.
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