Jelena Tomovic | Life Coaching | Healing

As every user understands, there is an upper limit on the number of messages that can be stored on the Exchange server. In order to maintain the folder on the server at a reasonable level and yet keep all the items that you want within access, you can use the Personal Storage file or PST file. One of the biggest advantages of using Outlook with your email account on an Exchange server is that you use the power of Personal Storage file or PST file to manage various Outlook items. You could achieve the same through Archiving but as we shall see, we can move messages around more easily through the creation of Personal Folders and there are powerful recovery tools that help quickly repair pst files that may get damaged after repeated use.

If you are using the mail account on an Exchange server and you are using Outlook to access, send or receive mails, it may appear as though the mail messages are already on your computer. However, these messages are being stored on the email server and not on your local computer. Eventually, you will want to move most of the items that you need to a location on your local computer so that you can organize them better and take regular backups of the more important items. It is also a lot easier to repair pst files that are on your local hard disk.

Here is a look at some of the real benefits of using the Personal Folder files or PST files feature of Outlook.

" If you leave all your messages and other Outlook items in the mailbox on the Exchange server, the folder is going to keep increasing in size. Eventually, you will be told that you need to reduce the size of the mailbox. In fact, after some time, you might even be warned that you will not be allowed to receive any further emails till such a time that you have considerably reduced the size of your mailbox. You can avoid all these problems by storing most of the items that you need in a local Outlook Personal Storage file.
" You can organize the Outlook items in Personal Folders on your local computer, in the way you want to by keeping just the few important ones easily accessible and archiving the remaining.
" You can compress the PST file thereby making better use of all the space available as well as controlling the size of the PST.
" If the PST file gets damaged as a result of its size, you can easily employ third-party software such as Advanced Outlook Repair from DataNumen, on your local computer and quickly repair pst files.
" Another attractive feature of PST files is that they are portable. This allows the user to move them easily from one machine to another or even move them onto an external storage device. This is also a good way of keep backups of the latest PST files that are in use.