Outlook PST Repair, Repair Tools and Instructions Outlook PST Info, Outlook PST Repair, Outlook Email Repair and Restore Instructions

To be truly useful, your data needs to be portable. You need to be able to move it between applications. For example, maybe you want to copy all your contacts from Microsoft Outlook 2010 to Microsoft Excel 2010 or Microsoft Access 2010. Maybe you need to bring data from Excel 2010 into Outlook 2010. Whatever the case, your Outlook 2010 data is portable, thanks to the import and export features built into the program.

The export process in Outlook 2010 is straightforward. It allows you to use a wizard to send copies of information from the Outlook 2010 message store. This section looks at three export options in some depth: exporting messages, exporting addresses, and exporting data to a file.

Exporting Outlook Data to a .pst File

You can copy messages and other items into a new or an existing set of personal folders. Unlike backing up, this option lets you choose which items you want to export and which you want to exclude. You can use this method whether your mail is stored in a Microsoft Exchange Server mailbox or in a set of personal folders.

You might already know how to use the AutoArchive feature to move messages out of your message store and into a long-term storage location in another .pst file. You can use the Import And Export Wizard to export messages to a file. Using the Import And Export Wizard to export messages works in a similar way to AutoArchive; the major difference is that when messages in the store are exported, they aren’t removed; instead, they are copied, as they are during backup. Another key difference is that archiving is based on modification date of the item, while exporting does not by default consider modification date.

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There’s a little box in the To Do bar on the right side of the screen that says Type a new task. Do what the box says. (If you can’t see the box, go on to the following section to discover the regular, slightly slower way to enter the task.)

To enter a task by using the quick-and-dirty method, follow these steps:

1. Click the box that says Type a new task.
The words disappear and you see the insertion point (a blinking line).

2. Type the name of your task.
Your task appears in the To-Do bar Task list

3. Press Enter.
Your new task moves down to the To-Do bar Task list with your other tasks.

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Anyone who works with computers long enough will eventually experience a critical error. A drive will become corrupted, a virus will get through your virus software’s protection, or you’ll accidentally delete something that you need. This is the point when all the time and trouble you’ve invested in backing up your data will pay dividends.

Depending on how you created your backup file, you will have one of two options: You can simply recopy your backup .pst file from the backup location where you copied it, or you can run the backup utility and use the Restore tab to bring back the missing file or files. From there, you can select the backup file that contains the .pst file and then determine which files to restore and where to put them.

Whichever method you use, be certain to check the drive carefully for errors and viruses before you restore your data. You don’t want to restore the file, only to see it destroyed
again a few hours later.

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Microsoft Windows XP, Windows Vista, and Windows 7 all include a backup application. You can use these applications to identify files for archiving; they offer the following enhancements
over a standard file copy:
● Allow simple setup of a backup plan by using wizards
● Have options for verifying the backup
● Have built-in restore and scheduling options

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Personal folders or archive files can be extremely large—often hundreds of megabytes—so you need to make sure that your backup method can accommodate the size of your .pst file(s). Any of the following options would be acceptable to use with a file backup method:
● Recordable (CD-R) or rewritable (CD-RW) CD drive
● Recordable (DVD-R) or rewritable (DVD-RW) DVD drive
● Flash drive or external universal serial bus (USB) drive
● Network server drive
● A drive on another computer on the network
● A separate hard disk in the machine where the .pst file is stored

If you are saving to a CD or DVD, you can probably use the software that was included with the drive to copy the file. If you’re using a flash drive, USB drive, or a network location, simply drag the file to your chosen backup location. Make sure to exit Outlook 2010 before starting the backup copy process.

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If you store your Outlook 2010 data in one or more sets of personal folders, the data resides in a .pst file. This file is usually located on your local hard disk, but it could also be stored on a shared network folder. The first step in backing up your personal folders is to determine where the .pst file is located.

If you are not sure whether you use an Exchange Server account, follow these steps to check your email settings:
1. Click the Mail icon in Control Panel.
2. In the Mail Setup dialog box, click Show Profiles, choose your profile, and then click Properties. Then click E-Mail Accounts to open the E-Mail Accounts dialog box. If the E-Mail Accounts list includes only Exchange Server, your Outlook 2010 data is stored in your Exchange Server mailbox on the server, and your Exchange Server administrator handles backups.

However, you can use the Export method described in the section “Exporting Data,” on page 775, to back up your mailbox to a local .pst file. If the E-Mail Accounts list shows an Exchange Server account along with other accounts, look at the mail delivery location specified at the bottom of the dialog box. This area shows where incoming mail is delivered. If it specifies a mailbox, your incoming mail is delivered to your Exchange Server mailbox. If it references a set of personal folders, your incoming mail is stored in a .pst.

If the E-Mail Accounts list shows more than one email account, it’s possible that your Outlook 2010 data is stored in more than one set of personal folders. For example, Internet Message Access Protocol (IMAP) and Hotmail accounts store their data in their own .pst files. If you want to back up everything in this situation, you need to back up multiple .pst files.

To determine whether you are using more than one .pst file, click the Data Files tab of the Account Settings dialog box. The path name and file name for the .pst are generally long, so it’s unlikely that you’ll be able to read the full name. Click the vertical bar at the right of the Filename column and drag it to the right until you can view the entire path. Alternatively, simply click Open File Location, which opens the folder where the .pst file is stored and highlights the .pst file in the folder.

After you have verified that the message store is not being backed up elsewhere and is stored in a .pst file, you need to choose which kind of backup to do. Both of the following methods work well, and each has its advantages. Back up each of the .pst files listed in the Data Files tab of the Account Settings dialog box using one of these methods.

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Over time, your Microsoft Outlook 2010 data store can become overloaded with messages, contact information, appointments, and other data. If you can’t manage all this data, you’ll be lost each time you try to find a particular item. What’s more, the more data in your data store, the larger your .pst file (if you’re using one) or your Microsoft Exchange Server mailbox. Many companies impose mailbox size limits to help manage disk use on the servers, so the size of your mailbox can become a problem.

Archiving Your Outlook Data

Sooner or later, you will likely want to move some of your Outlook 2010 items to a separate location because you no longer need them but don’t want to delete them. For example, perhaps you want to keep copies of all the messages in your Sent Items folder so that you can refer to them later if needed, but you don’t want them to stay in Sent Items. In these situations, you can use the Outlook 2010 AutoArchive feature to move out those old items.

The Outlook 2010 AutoArchive feature archives data automatically according to settings that you configure for each folder or all your folders. There is no right or wrong timeframe for AutoArchive; for some people, a month is appropriate, and for others, weekly. It’s mainly a factor of how much email you send and receive, although the other items in your mailbox also contribute to the overall space used. For example, because of the volume of email I receive in my “day job” mailbox, I have to archive about twice a month or run afoul of my 200 MB mailbox limit.

To set up a folder to archive automatically using the default AutoArchive settings, follow these steps:
1. Right-click a folder in the Folder List, choose Properties, and then, in the Properties dialog box, click the AutoArchive tab.
2. Select Archive Items In This Folder Using The Default Settings.
3. Click OK.
4. Repeat these steps for each folder that you want to archive.

By default, Outlook 2010 starts AutoArchive every 14 days and archives your data in the selected folder to the Archive.pst personal folders file.

You can also specify custom AutoArchive settings for a folder. Open the Properties dialog box for the folder, click the AutoArchive tab, and then select the Archive This Folder Using These Settings option. Then specify settings on the AutoArchive tab as desired for the folder. See the section “Configuring Automatic Archiving,” on page 765, for details about each of the available settings.

From this point on, the folder for which you have enabled automatic archiving will be archived when Outlook 2010 performs its next automatic archive operation. However, you can also initiate an archive operation any time you need.

Restoring Data After a System Failure or a Reinstallation

Suppose that you’ve worked on a project for six months and you’ve been diligent about archiving messages and other items from the project. You come into work one day and find that your system has failed and Outlook 2010 has lost all your data. You need the archived data to get back all your lost information and continue working. How do you get it back? You can restore data from an archive file in two ways: drag items from a .pst file to a folder, or import a .pst file.

Follow these steps to drag data from a .pst file:

1. After restoring your computer and, if necessary, reinstalling Outlook 2010, choose File, Open, and Open Outlook Data File to open the Open Outlook Data File dialog
box.
2. Select the file that contains the archived items that you want to restore.
3. Click OK. The archive folder (named Archives by default) now appears in your folder list.
4. Click the plus sign (+) next to Archives (or the name you’ve given this folder) to expand the folder. Expand subsequent folders if necessary until your data is in the pane on the right.
5. Drag the folder or item to the original folder in which the data was stored.
6. Continue dragging items until all of them are restored. To drag multiple items at one time, hold down the Ctrl key, select the items, and then drag them to the destination.

To restore items by importing a .pst file, follow these steps:

1. Choose File, Open, and Import to open the Import And Export Wizard.
2. Select Import From Another Program Or File, and then click Next.
3. Select Personal Folder File (.pst), and then click Next.
4. On the Import Outlook Data File page, type the name of the file that you want to import in the File To Import box, or click Browse to locate the
file using the Open Personal Folders dialog box.
5. Select one of the following import options pertaining to duplicate data:
● Replace Duplicates With Items Imported Replaces duplicate items that might be in your folders during import.
● Allow Duplicates To Be Created Lets Outlook 2010 create duplicates in the destination folders.
● Do Not Import Duplicates Outlook 2010 will not create duplicate items.
6. Click Next.
7. Select the folder from which you want to import data.
8. If the archived folder includes subfolders that you want to import as well, select the Include Subfolders option.
9. To filter data, click Filter. You can filter by using search strings, Structured Query Language (SQL), and other advanced querying methods. Click OK after filling in your filter information.
10. Select one of the following destination options:
● Import Items Into The Current Folder Select this option to import data into the current folder—that is, the folder currently selected.
● Import Items Into The Same Folder In Choose this option to import data into the destination folder of the same name as the source folder (such as from the Inbox to the Inbox). Then, in the drop-down list under this last option, select the destination personal folders or mailbox.
11. Click Finish.
Outlook 2010 displays a window showing you the progress of the import process. The archive folder appears in the folder list (if the folder list is open), but it is removed when the operation is completed.

Backing Up and Restoring Data

An important part of working with a computer system is ensuring that you protect any critical data against loss. You protect your data by making a backup, a copy of the information that you can store on another disk or on a backup tape. In the event of a critical failure, you can then use this copy to replace or restore any lost information.

Outlook 2010 stores information in two primary ways: in a set of personal folders or in an Exchange Server mailbox. With an Exchange Server mailbox, your message store is located on the server. The network administrator is generally responsible for backing up the server, and with it, the Exchange Server database that contains all the users’ information.

If you don’t use Exchange Server, Outlook 2010 stores your data in a .pst file, a set of personal folders. In this scenario, each user has his or her own .pst file or even multiple personal folder files. These .pst files can be located either on the local hard disk of your computer or in a home directory on the server. Although server-based .pst files and local .pst files are identical from a functional standpoint, they aren’t identical from a backup perspective.

Generally, the network administrator regularly backs up server-based user home directories, so if the .pst files are in your home directory, you shouldn’t have to do backups on your own (although you can, of course).

With local message stores, however, normal network backup strategies do not apply. Most networks don’t back up every hard disk on every machine. It simply isn’t efficient. Similarly, if you’re a home user, you probably don’t have a server to which you can save data or a network administrator to watch over the server. In such cases, you need to take steps on your own to protect your data. Individual backup and restore scenarios apply to these kinds of cases.

Backing Up Your Outlook Data

Three primary options are available for backing up Outlook 2010 data:
● Exporting some or all information to a backup .pst file
● Copying the .pst file to another disk
● Using a backup program to save a copy of the .pst file to tape, another hard disk, or optical media such as CD-R/CD-RW or DVD-R/DVD-RW

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Outlook 2010 provides several features for ensuring the security of your data, messages, and identity.

Protection Against Web Beacons

Many spammers (people who send unsolicited email) use web beacons to validate email addresses. The spammers send HTML-based email messages that contain links to external content on a website (the web beacon), and when the recipient’s email client displays the remote content, the site validates the email address. The spammer then knows that the address is a valid one and continues to send messages to it. Outlook 2010 blocks web beacons, displaying a red X instead of the external image. You can view blocked content selectively, on a per-message basis, or you can configure Outlook 2010 to view all content but control access to HTML content in other ways. You can also turn off web beacon blocking, if you want, and control external HTML content in other ways.

Attachment and Virus Security

You probably are aware that a virus is malicious code that infects your system and typically causes some type of damage. The action caused by a virus can be as innocuous as displaying a message or as damaging as deleting data from your hard disk. One especially insidious form of virus, called a worm, spreads itself automatically, often by mailing itself to every contact in the infected system’s address book. Because of the potential damage that can be caused by viruses and worms, it is critically important to guard against malicious code entering your system.

There are multiple possible points of defense against viruses and worms. For example, your network team might deploy perimeter protection in the form of one or more firewalls that scan traffic coming into your network and leaving it. Your mail administrators might have virus protection at the server level. You probably have a local antivirus client that checks the files on your computer and potentially also checks attachments that come into your Inbox. All of these are important options for protecting your network and your computer from infection.

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