Microsoft Office Tutorials and References
In Depth Information
Finding and Backing Up Your Outlook File
Deleted items — e-mail messages, calendar appointments, contacts, and
tasks — land in the Deleted Items folder in case you want to recover them.
To delete items once and for all, open the Deleted Items folder and start
deleting like a madman.
To empty the Delete Items folder altogether, right-click the folder and
choose Empty Folder. You can also visit the File tab, choose Info, click the
Cleanup Tools button, and choose Empty Deleted Items Folder on the
dropdown list.
Be sure to check out “Running the Mailbox Cleanup command” at the end of
this chapter. It explains a quick way to delete unwanted Inbox messages.
Book VI
Chapter 1
Finding and Backing Up Your Outlook File
All the data you keep in Outlook — e-mail messages, names and addresses,
calendar appointments and meetings — is kept in a .pst (Personal Storage
Table) file on your computer. Locating this file on your computer sometimes
requires the services of Sherlock Holmes. The file isn’t kept in a standard
location. It can be any number of places, depending on the operating system
on your computer and whether you upgraded from an earlier version of
The all-important .pst file is hiding deep in your computer, but you need to
find it. You need to know where this file is located so that you can back it up
to a CD, flash drive, or other backup medium. It holds clients’ names and the
names of relatives and loved ones. It holds the e-mail messages you think are
worth keeping. It would be a shame to lose this stuff if your computer failed.
Here’s a quick way to find the .pst file on your computer and back it up:
1. On the File tab, choose Info.
The Account Information window opens.
2. Click the Account Settings button and choose Account Settings on the
drop-down list.
You see the Account Settings dialog box.
3. Go to the Data Files tab.
This tab is shown in Figure 1-5. It lists the location of your .pst file (or
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