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Personal Folder Files (.pst)
The amount of disk space for your mailbox on the central Exchange mail
server (data store) is limited on a per user basis:
50,000K user receives a warning -- 100,000K user can't Send
email --
125,000K can't Send or Receive email.
To store files
locally ( remove them from the mail server) you need to create a Personal Folders
file. Personal Folders provide an alternative to central storage for items
that users only need to access when on campus. It is highly recommended that
you set the storage location for your Personal Folders file to be
in your personal network space, N: drive.
Items in the central Exchange storage are conveniently available remotely via the
Web interface to Exchange. Warning: You won't be able to access the .pst file (and mail stored there)
from Webmail.
Creating a Personal Folders file will give you another set of folders in addition
to your Exchange Mailbox. Use the View | Folder List to help you navigate through
the two sets of similar folder names.
After you create personal folders you will be able to archive your mail.
To create a .pst file
If using Outlook 2000:
- Go to File | New | Personal Folders File (.pst)
If using Outlook 2002 (XP) or 2003:
- Go to File | New | Outlook Data File (.pst)
- You will be prompted for a path to store this file. It is recommended
that you save this file in your personal network space (N: drive) so
the information is backed up nightly. By default, the file is named
Personal.pst.
- The folder should then show up in your Outlook Folder List in another section (with its own Calendar, Contacts,
Inbox, ...) below your Mailbox section of Outlook.
- Critical:
- Outlook 2000: Select Tools | Services, select the Delivery tab,
look at Deliver new mail to the following location: and make sure
that Mailbox - yourname is selected.
- Outlook 2002(XP) or Outlook 2003: Select Tools | Email Accounts, select Email
- view or change existing email accounts, look at Deliver new mail
to the following location: and make sure
that Mailbox - yourname is selected.
- This makes your space on the Exchange mail server the default delivery
point for all your messages. If the Personal.pst folder is selected,
all incoming mail will be moved to that folder and removed from the
Exchange server.
To open a .pst file
If using Outlook 2000:
- Go to File | Open | Personal Folders File (.pst)
If using Outlook 2002(XP) or Outlook 2003:
- Go to File | Open | Outlook Data File (.pst)
- Click okay and the pst file will show up in the list of mail folders.
Using a .pst file
Just watch carefully what is in your Mailbox on the server and what is stored
offline in your Personal Folders. It's easy to drag individual messages,
groups of messages, or entire folders between your server Mailbox and your
Personal Folders. Remember that when using the Web interface, however, you'll
only be able to see what is stored in your server Mailbox.
Caution: It is best to keep your Personal Folders file at a manageable size and not let it grow too large. The
bigger it is the more prone it is to corruption. Evidence that .PST file corruption might be in your
future is the fact that Microsoft installs a .PST file repair tool, SCANPST.EXE, when Outlook is installed.
If you get error messages that your Personal Folders file is corrupt and you need to run the Inbox Repair tool,
use: Start | Run | scanpst.exe
Excerpt from Microsoft regarding .pst files: PST files are limited to items of 16,384 in a table. This means
PST files can accept 16,384 folders of up to 16,384 items in a folder. The
maximum size a PST can be is 2 gigabytes (GB) total file size.
Solution:To store more information, create additional personal folders
(PST files) or delete some information from the existing PST file.
For additional information follow these links to Microsoft Office Assistance for Outlook .pst files
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