Saturday, March 6, 2010

How to Create Personal Folders in Microsoft Outlook

Hey Dudes

Here I would like to share my experience 'How to Create Personal Folders in Microsoft Outlook 2003'. We have already seen the procedure to set HTML signature in Outlook 2003. There I have explained the features and importance of Outlook as well. Continuing with that, this post will be helpful to customize you Outlook mailbox with personal folders.

Personal Folder in Outlook
As same as other folders, you can store, manage, and archieve your emails from your mailbox. But emails in the personal folder will be stored and accessed from your local computer's hard disk space. You can have any number of personal folders in your outlook, each can be created with different passwords.

Importance of Personal Folders
Personal folders are useful to

  • reduce the amount of space used on the central mail server and your mailbox, and avoid receiving warning messages that you are over quota.

  • encrypt your confidential emails with password protection to avoid unauthorized copying or forwarding.

Checking your Mailbox size

In your organization, your Information Technology team provides limited MB of storage space for each Exchange e-mail account. To check how much space you are using, in Microsoft Outlook, right-click Mailbox - , click Properties, and click the Folder Size button. This will show you the total amount of space used by your e-mail account as well as the amount of space being used by each individual folder.

Creating a Personal Folder in Microsoft Outlook 2003

  1. Select the File menu, point to New, and click Outlook Data File.

  2. In the New Outlook Data File window, select Office Outlook Personal Folders File (.pst), and click OK.

  3. In the Create or Open Outlook Data File window, in the File name box, enter a name for the file, and click OK.

  4. In the Create Microsoft Personal Folders window, in the Name box, enter a name to use for this folder if you would like it named other than Personal Folder.

  5. Select Encryption Setting as 'Compressible Encryption'.

  6. Enter the password and confirm the same typing it again.

  7. Click OK to complete creating your personal folder.

  8. The folder will now be listed in the All Mail Folders section of the Navigation Pane.

Note: You can check 'Save this password in your password list' to remember password for your personal folder in your mailbox.

Step 1

Step 2

Step 3

Steps 4 to 7

Now get into your mailbox, you will see your newly created personal where you can keep your important confidential emails with encrypted and password protected.

NOTE: It is important to remember that any messages in your Personal Folders are stored on your local computer's hard drive and not on the server. If your computer's hard drive ceases to work or the .pst file is deleted or becomes corrupted, the messages you've placed in this folder will be lost. To protect yourself from data loss, make certain to back up your .pst file regularly to another location such as your personal or organization network storage.

About this Post
This post is a best result for the following searches also:
  • Checking Outlook Mailbox size
  • Importance of Personal Folders in Outlook
I hope you will like my post. Please let me know your queries through comments section.

Have a Good Day!

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