Microsoft Office Tutorials and References
In Depth Information
Offline Folders File
If you use a Microsoft Exchange email account rather than, or in addition to, an IMAP, POP, or
HTML account, you may have an Offline Folders file (which has the .OST extension). Normally,
Exchange keeps copies of your messages and other items on the server, but you can configure
Outlook to keep a local copy of the items on your system, in the Offline Folders file. Doing this
allows you to work with your Outlook items when a connection to the Exchange server is not
available. You can find more details on OST files in Chapter 28.
Working with Outlook Folders
Outlook folders let you organize all the myriad items that you work with in Outlook. Outlook
comes with a default set of folders that is a good starting point, but many users find these folders
to not be enough. This section shows you how to create new folders and work with folders and
As I mentioned earlier, Outlook folders are designed to hold a specific type of item. The choices are
n Calendar folders hold appointments and other scheduling items.
n Mail folders hold email messages.
n Contacts folders hold contact information.
n Journal folders hold journal entries.
n Task folders hold task items.
n Notes folders hold notes.
You cannot move an item into a folder of the wrong type, such as moving an email message into a
contacts folder. The one exception to this rule is the Deleted Items folder, which can hold any type
Note that RSS feed items are treated like email messages by Outlook when it comes to
Outlook’s Default Folders
When installed, Outlook has a set of default folders located at the top level in your Personal
Folders file. You cannot rename, move, or delete these default folders. They are
n Calendar: Holds calendar items (appointments, and so on).
n Contacts: Holds your contacts.