Create a file to save your information

When saving your items on your computer, Outlook uses a data file called Outlook Personal Folders file (.pst)If you are using a Microsoft Exchange account, your items are usually delivered to and saved on the e-mail server. To allow you to work with your messages even when you can't connect to the e-mail server, Outlook offers offline folders, which are saved in an Offline Folder file (.ost)on your computer.

The primary distinctions between the two Outlook data file types are:

- Outlook .ost files are used only when you have an Exchange account and chose to work offline, or you use Cached Exchange Mode.
- Outlook .pst files are used for POP3 and HTTP accounts. When you want to create archives or backup files of the Outlook folders and items on your computer, including Exchange accounts, you must create and use additional .pst files.

When you run Outlook for the first time, the necessary data files are created automatically. However, there are times when you will create additional data files. For example, archived items can be saved in another .pst file. You might also keep different projects in their own .pst files.


Create a .pst file in Outlook 2003/Office Outlook 2007 format

By default, Outlook creates a .pst file in the latest file format, which supports larger files and Unicode character sets. This file format cannot be read with Microsoft Outlook 97, 98, 2000, or 2002.

1. On the File menu, point to New, and then click Outlook Data File.
2. Click Office Outlook Personal Folders File (.pst), and then click OK.
3. In the Create or Open Outlook Data File dialog box, in the File name box, type a name for the file, and then click OK.
4. In the Create Microsoft Personal Folders dialog box, in the Name box, type a display name for the .pst folder.
5. If you want to password-protect your data file, under Password, type your password in the Password and Verify Password text boxes.

The name of the folder that is associated with the data file appears in the Folder List. To view the Folder List, on the Go menu, click Folder List. By default, the folder is named Personal Folders.


Create a .pst file in the Outlook 97-2002 format

To create a data file that is compatible with Outlook 97, 98, 2000, or 2002, you can create an Outlook 97-2002 Personal Folders File (.pst). The file format for this .pst file is the same as the format that was available in Outlook 97, 98, 2000, and 2002.

1. On the File menu, point to New, and then click Outlook Data File.
2. Click Outlook 97-2002 Personal Folders File (.pst), and then click OK.
3. In the File name box, type a name for the file, and then click OK.
4. In the Name box, type a display name for the .pst folder.
5. If you want to password protect your data file, under Password, type your password in the Password and Verify Password text boxes.

The name of the folder that is associated with the data file appears in the Folder List. To view the Folder List, on the Go menu, click Folder List. By default, the folder is named Personal Folders.