How to backup sub-folders within .pst

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Rich42198

1. How can I backup my Outlook 2007 .pst file and preserve my subfolder structure? I have over 100 subfolders. My understanding is that all subfolders collapse into a single .pst file when backed up. There are third party products that cost hundreds of dollars that claim to backup Outlook 2007 and keep the user's subfolder structure. Is there anything available from MSFT that accomplishes this? Please help. I'm concerned that my huge .pst file is a ticking time-bomb. My O/S is Win 7 Ultimate. My ISP is Comcast (POP3).

2. Is it possible to backup select subfolders and have them readily available (a second .pst file perhaps?) Would this help to reduce the size of my main Outlook account, and therefore help to avoid a shut-down due to .pst file size.

3. Does Outlook 2010 include a backup function that would help me accomplish the above goals?

Thank you!!
 
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Gordon B-P

1. How can I backup my Outlook 2007 .pst file and preserve my subfolder structure? I have over 100 subfolders. My understanding is that all subfolders collapse into a single .pst file when backed up.

I don't know where you got that from but it contains a huge misunderstanding. Sub folders in Outlook are already IN one pst file only (unless you use Exchange Server when pst files aren't used anyway)..... Just close Outlook and make a copy of the pst file. All your data in it's original form will be preserved in the copied file...

You can also move sub-folders into another pst file. However you ought to elabrate on what you mean by " help to avoid a shut-down due to .pst file size" . PST files prior to Outlook 2003 were restricted in size to 2 GB - those created in 2003 and subsequent versions are limited to 20GB and with a tweak, much much more.

If you are using a pst file from 2002 or earlier then you really ought to convert to a new UNICODE pst file as it's MUCH more robust, and as noted above can expand to at least ten times the size of the old ANSI files.

See here on how to do that.

If you find my response helpful, please click on the " Vote as Helpful" button!Thank you!

 
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Rich42198

Gordon, thanks for your response.

When I try to copy my .pst file (8gb) I get the message " The file 'Outlook' is too large for the destination file system" . I'm not sure what the limit is before the file becomes " too large" , but I'm sure that I can delete some files. I just don't know if I can delete enough to make a difference. A couple of follow-up questions:

1. I have never archived because my understanding is that I would lose my subfolder structure (that's what I was really trying to communicate in my earlier message). Is that a correct assumption?

2. I don't need everyday access to all of my subfolders. Is it feasible to create a second .pst file that I store on a remote drive, and if so, how easy is it to access the emails on that remote drive if needed? Sometimes I get a call from an old client and need to access their info quickly. Right now, everything is in one .pst file, but I know that's not a good long-term solution.

3. Is there a MSFT utility that finds and deletes duplicate messages? I'm sure that I have them... somewhere in my earlier emails (my .pst file is 5 years old).

Thanks so much for helping a novice!
 
A

Alexey Kuznetsov

You can backup your PST using one of these free tools:

http://www.outlookfreeware.com/en/products/all/OutlookStorageExportFolders/

http://www.outlookfreeware.com/en/products/all/OutlookMessagesExportMSG/

both of them preserve folder structure.

You can always move messages back using these free utilities:

http://www.outlookfreeware.com/en/products/all/OutlookFolderMerge/

http://www.outlookfreeware.com/en/products/all/OutlookMessagesImportMSG/

these tools preserve folder structure as well.

There are free duplicates management tools also:

http://www.outlookfreeware.com/en/products/all/OutlookMessagesRemoveDuplicates/

http://www.outlookfreeware.com/en/products/all/OutlookMessagesMoveDuplicates/

http://www.outlookfreeware.com/en/products/all/OutlookMessagesMarkDuplicates/

All these tools are safe for any enviroment. For instance, McAffee recommends our tools in their corporate knowledge base:

https://kc.mcafee.com/corporate/index?page=content&id=KB67966

Also you can find here that Microsoft Support Staff also quite often proposes our tools as solutions.

Alexey Kuznetsov,

Relief Software

http://www.outlookfreeware.com
 
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Gordon B-P

When I try to copy my .pst file (8gb) I get the message " The file 'Outlook' is too large for the destination file system" . Thanks so much for helping a novice!

That sounds to me as though you are trying to copy the file to a FAT32-formatted destination. FAT32 can only accept files up to 4GB in size. To copy anything larger it needs to be formatted in NTFS...

1. I have never archived because my understanding is that I would lose my subfolder structure (that's what I was really trying to communicate in my earlier message). Is that a correct assumption?

No. Using the built-in Outlook Archiving utility will re-produce your folder structure in the Archive pst file.

2. I don't need everyday access to all of my subfolders. Is it feasible to create a second .pst file that I store on a remote drive, and if so, how easy is it to access the emails on that remote drive if needed? Sometimes I get a call from an old client and need to access their info quickly. Right now, everything is in one .pst file, but I know that's not a good long-term solution.

You can certainly do that - however a word of caution. Storing pst files on a remote drive is OK, accessing them through Outlook may cause corruption of the pst file, depending on the connection to the remote drive. It's far better to use an internal HDD to access pst files from.

3. Is there a MSFT utility that finds and deletes duplicate messages? I'm sure that I have them... somewhere in my earlier emails (my .pst file is 5 years old).

I've not heard of an MS utility for that, but if you google for " remove duplicate messages in Outlook" (or similar) there will be a large number of hits, some free, some not free.

If you find my response helpful, please click on the " Vote as Helpful" button!Thank you!

 
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Roady [MVP]

To convert your backup medium from FAT32 to NTFS you can use the following command;

convert b: /fs:ntfs

Replace " b" with the letter of your backup drive.

For more information and things to be aware of when doing this conversion see;Cannot back-up large pst-files

Robert Sparnaaij

 
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