Working with Outlook Data Files
(Personal Folders)

Outlook Data Files, previously known as Personal Folders are files containing folders which store Outlook data on your hard disk. You can add an Outlook Data File (Personal Folders) to your Outlook User Profile and create a personal folder file. These files have a .pst extension. 

One of the advantages of using Outlook as an Exchange client is you can keep your mail messages, contacts and all mailbox data on the Exchange server. This has a number of advantages. It relieves you from worrying about backing up the data, makes it easy to move to a new computer, and makes it easy to access your mailbox from any computer you might utilize temporarily. 

You might choose to create an Outlook Data File as a secondary storage location, for archival storage of messages and other data you no longer need to keep on the Exchange server. 

If you previously used Outlook to access Internet Email from your ISP or other POP3 mail provider, you may have an Outlook Data File on your computer that contains all the email you have saved, as well as your calendar, contacts, to-do list, etc. 

You can access this data alongside your new mailbox, and drag-and-drop items from your Outlook Data File to your new mailbox on the server. 

Instructions for creating and using Outlook Data Files vary depending on which version of Outlook you're using. In Outlook XP they are referred to as Outlook Data Files. In Outlook 2000 they are referred to as Personal Folder files.

In Outlook 2003 or XP:

To open an existing Outlook Data File:

1. Start Outlook
2. From the File menu, choose Open, Outlook Data File
3. Navigate to your existing .pst file and click Open.

You may need to search your disk for *.pst files to locate your existing Outlook Data File.

To add a new personal folder file to a user profile:

1. Start Outlook
2. From the File menu, choose New, Outlook Data File.
3. Confirm the file name and location for the new file.

In Outlook 2000:

To open an existing personal folder file:

1. Start Outlook
2. From the File menu, choose Open, Personal Folders File (.pst)...
3. Navigate to your existing .pst file and click Open. 

You may need to search your disk for *.pst files to locate your existing personal folders file. 

To add a new personal folder file to a user profile:

1. On the Tools menu, click Services.
2. On the Services tab, click Add.
3. In the Available information services box, click Personal Folders.
4. Click OK.
5. Specify the file name and location for your personal folder file.
6. Click Open.
7. In the Name box, enter a name for the personal folder file.
8. Select the options you want.
   For Help on an option, click Help.

Additional Reading:

There are a number of excellent articles in the Microsoft Knowledge Base about working with personal folders. These may answer your questions:

Working With Personal Folders

How to Back Up, Restore, or Move Outlook Data (Internet Mail Only configuration)

How to Back Up, Restore, or Move Outlook Data (Corporate/Workgroup configuration)

How to automatically backup your personal folders file

How to Move Messages to Exchange Server in Outlook Express

How to move your personal folders

How to Move Your Personal Folders File to a Network Server