Too many PST files and Folders

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C

Carlos

Hello,

I have too many PST files and each one has a lot of folders and I need to

keep it as historical reference for my job.

But on day to day work is very unpractical browse on the folder list, using

desktop search bring a lot of information and takes more time to find

information. Using calendars, contacts, notes and tasks shows all contained

in PST files... Too many information not required on daily work. Also is a

pain when I need to synchronize with a mobile device....

My wish  I would like to have on outlook running at the same time like 2

modes, one for historical data and other for day to day work. On that way

will be very easy to do searches jus indicating on which mode. My outlook

will not be too heavy and overloaded with a lot of folders and subfolders,

friendly to work on daily basis, the historical PST files could be called

only when be needed and my day to day will be easy (yes keep dreaming, right?)

I'm looking recommendations of you on how to better organize handle this

situation.

I appreciate all your recommendations.

Regards,

Carlos
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
You can close the historical pst files and only open them when you need to

access contents of the pst.



"Carlos" <Carlos> wrote in message

news:B00481A2-650D-4824-B784-ECC6ECA4E990@microsoft.com...
> Hello,

> I have too many PST files and each one has a lot of folders and I need to
> keep it as historical reference for my job.

> But on day to day work is very unpractical browse on the folder list,
> using
> desktop search bring a lot of information and takes more time to find
> information. Using calendars, contacts, notes and tasks shows all
> contained
> in PST files... Too many information not required on daily work. Also is a
> pain when I need to synchronize with a mobile device....

> My wish  I would like to have on outlook running at the same time like 2
> modes, one for historical data and other for day to day work. On that way
> will be very easy to do searches jus indicating on which mode. My outlook
> will not be too heavy and overloaded with a lot of folders and subfolders,
> friendly to work on daily basis, the historical PST files could be called
> only when be needed and my day to day will be easy (yes keep dreaming,
> right?)

> I'm looking recommendations of you on how to better organize handle this
> situation.

> I appreciate all your recommendations.

> Regards,
> Carlos
 
C

Carlos

Thank you Diane for your reply.

Unfortunatelly I need to keep it open on that way desktop search can index

the contect.

"Diane Poremsky [MVP]" wrote:


> You can close the historical pst files and only open them when you need to
> access contents of the pst.

>

>

>

>

>

> "Carlos" <Carlos> wrote in message
> news:B00481A2-650D-4824-B784-ECC6ECA4E990@microsoft.com...
> > Hello,
> > I have too many PST files and each one has a lot of folders and I need to
> > keep it as historical reference for my job.
> > But on day to day work is very unpractical browse on the folder list,
> > using
> > desktop search bring a lot of information and takes more time to find
> > information. Using calendars, contacts, notes and tasks shows all
> > contained
> > in PST files... Too many information not required on daily work. Also is a
> > pain when I need to synchronize with a mobile device....
> > My wish  I would like to have on outlook running at the same time like 2
> > modes, one for historical data and other for day to day work. On that way
> > will be very easy to do searches jus indicating on which mode. My outlook
> > will not be too heavy and overloaded with a lot of folders and subfolders,
> > friendly to work on daily basis, the historical PST files could be called
> > only when be needed and my day to day will be easy (yes keep dreaming,
> > right?)
> > I'm looking recommendations of you on how to better organize handle this
> > situation.
> > I appreciate all your recommendations.
> > Regards,
> > Carlos


>
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Then you need to keep them all open or make a second profile and switch

profiles as needed.



"Carlos" <Carlos> wrote in message

news:58F84C45-FC42-4318-8EEC-8E53144505D8@microsoft.com...
> Thank you Diane for your reply.
> Unfortunatelly I need to keep it open on that way desktop search can index
> the contect.

> "Diane Poremsky [MVP]" wrote:
>
> > You can close the historical pst files and only open them when you need
> > to
> > access contents of the pst.
>

>> >

>>

>

>
>
>>

>

>>

>

>>
>

>> "Carlos" <Carlos> wrote in message
> > news:B00481A2-650D-4824-B784-ECC6ECA4E990@microsoft.com...
> > > Hello,
> >> > I have too many PST files and each one has a lot of folders and I need
> > > to
> > > keep it as historical reference for my job.
> >> > But on day to day work is very unpractical browse on the folder list,
> > > using
> > > desktop search bring a lot of information and takes more time to find
> > > information. Using calendars, contacts, notes and tasks shows all
> > > contained
> > > in PST files... Too many information not required on daily work. Also
> > > is a
> > > pain when I need to synchronize with a mobile device....
> >> > My wish  I would like to have on outlook running at the same time like
> > > 2
> > > modes, one for historical data and other for day to day work. On that
> > > way
> > > will be very easy to do searches jus indicating on which mode. My
> > > outlook
> > > will not be too heavy and overloaded with a lot of folders and
> > > subfolders,
> > > friendly to work on daily basis, the historical PST files could be
> > > called
> > > only when be needed and my day to day will be easy (yes keep dreaming,
> > > right?)
> >> > I'm looking recommendations of you on how to better organize handle
> > > this
> > > situation.
> >> > I appreciate all your recommendations.
> >> > Regards,
> > > Carlos

>

>>
 
P

Pat Willener

Why not merge all these PST files into one? I have all my mail since

1997 in one large PST file; no problems with that.

Carlos wrote:
> Hello,

> I have too many PST files and each one has a lot of folders and I need to
> keep it as historical reference for my job.

> But on day to day work is very unpractical browse on the folder list, using
> desktop search bring a lot of information and takes more time to find
> information. Using calendars, contacts, notes and tasks shows all contained
> in PST files... Too many information not required on daily work. Also is a
> pain when I need to synchronize with a mobile device....

> My wish  I would like to have on outlook running at the same time like 2
> modes, one for historical data and other for day to day work. On that way
> will be very easy to do searches jus indicating on which mode. My outlook
> will not be too heavy and overloaded with a lot of folders and subfolders,
> friendly to work on daily basis, the historical PST files could be called
> only when be needed and my day to day will be easy (yes keep dreaming, right?)

> I'm looking recommendations of you on how to better organize handle this
> situation.

> I appreciate all your recommendations.

> Regards,
> Carlos
 

MWE

Member
If I understand you correctly, you have lots of pst files and lots of folders within those pst files. Some of the pst files are for day-to-day work and some (most?) are archival/historical. This is hard to manage, hard to search (you use a desktop search tool) and makes synchronization with your mobile device messy.




A few clarifying questions:


  1. what version of Outlook are you using?

  2. do you have one or multiple profiles?

  3. what Outlook items do you sync to your mobile device?

  4. what desktop search tool are you using?

 
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