Outlook is one of the best tools for accessing emails offline and online. Especially, if you are using the desktop version all your emails get stored in the local drive. As a result, you can access them whenever you want. This also helps when you change the email service provider. But in most cases, the default email location in Outlook is C Drive. All your emails get stored in the office folder in the local C Drive along with other files and folders of the operating system. This article is about how to create PST in Outlook 2013.
What is PST?
The full form of PST is the Personal Storage Table in Outlook. You can use this file format to store your emails, calendar events and contacts.
How to create a PST in Outlook 2013
Here we are specifically talking about the Office 2013 (desktop version) but the same steps work fine with most versions of the MS Office Outlook.
Certain types of accounts, such as POP accounts, store their information in Outlook Data Files (.pst files). Outlook 365 accounts, Exchange accounts, IMAP accounts, and Outlook.com accounts store their information in Offline Outlook Data Files (.ost files).
Steps to create PST File in Laptop or Desktop
Follow these simple steps to create and store emails in a separate location than C Drive.
From the Inbox, select New Items > More Items > Outlook Data File.
Enter a File name.
To add a password, check the Add Optional Password box.
Select OK. Type a password in both the Password and Verify Password text boxes and select OK again.
If you set a password, you must enter it every time that the data file is opened — for example, when Outlook starts or when you open the data file in Outlook.
Create a new Outlook data file
About Outlook Data Files (.pst and .ost)
When you run Outlook for the first time, the necessary data files are created automatically.
Sometimes additional data files are needed. Outlook Data Files (.pst) are saved on your computer in the Documents\Outlook Files folder.
Older messages and items that you don’t use regularly can be archived to an Outlook Data File (.pst). To learn how, see Archive older items automatically.
If your online mailbox is nearly full, you can export some items to an Outlook Data File (.pst). You can also use these files to create archives, project files, or backups from any Outlook account. To learn how, see Export or backup email, contacts, and calendar to an Outlook .pst file.
Outlook Data Files (.pst) are used for POP3 email accounts
Tip: If your Outlook Data File (.pst) becomes large, it can slow down your OneDrive sync and may show “Processing changes” or “A file is in use”. Learn How to remove an Outlook .pst data file from OneDrive.
Some accounts (IMAP, Microsoft Exchange Server, and Outlook.com) use an offline Outlook Data File (.ost). This is a synchronized copy of the messages saved on a server. It can be accessed from multiple devices and applications such as Outlook.
Offline Outlook Data Files are saved in the drive:\Users\user\AppData\Local\Microsoft\Outlook folder.
Tip: It isn’t necessary to back up an offline Outlook Data File (.ost), because it’s already a copy of the live information on the server. If you set up the account again or on another computer or device, a synchronized copy of your messages will be downloaded.
Why move Emails into PST?
First of all, it is better to keep your emails safe from system crashes. Mostly when there is a virus or cyber attack, the fist attack is on your computer’s Operating system. If this happens, your emails are always at risk.
Many website development plans come with free business emails. Due to this, you may want to use emails from them. At Software Ocean, we also help when you want to take an exit because we care about our customers. Even if they go to other website developers or service providers, many of them come back looking for the amazing experience they had with us. But when you switch your service provider many companies make it difficult. In this case at least your emails are safe. Therefore, it is better to create PST in Outlook.