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1 Contents Page 1 Back Up An File Export File Delete File Import File Back Up An Folder (A Group Of Files) Create Folder Export Folder Delete Folder Import Folder Etc View Folder sizes Data File Management Advices U S T M / P K B

2 Back Up Ms Outlook can be back up by backing up a file or by backing up a folder (a group of files). Folder or files will be changed to Personal Folder Files - (.pst) using Import and Export Wizard 1 Back Up An File Backup can be done by exporting and importing file in (.pst) type. 1.1 Export File *Example: I want to back up an file with subject Senarai Aset PKB terkini I will back up this file by exporting and importing folder. 1. Select an to export. 2. File > Import and Export 2 U S T M / P K B

3 3. Select Export to a file. 4. Click Next. 5. Create a file of type: Select Personal Folder File (.pst). 6. Click Next. 3 U S T M / P K B

4 7. Select the folder to export from: I select Inbox folder. 8. Click Next 9. Click Browse to browse location //where to save the exported File 4 U S T M / P K B

5 The patch location automatically created by default.(or else you create your own). The default location is C:\Users\Adawiah\AppData\Local\Microsoft\Outlook\ 10. I name my file as aset. Save as type: Personal Folders Files which in (.pst) 11. Click OK 5 U S T M / P K B

6 12. I save my exported file as: C:\Users\Adawiah\AppData\Local\Microsoft\Outlook\aset.pst 13. Click Finish 14. Create Personal Folder.I name it aset. 15. Click OK 16. Check my personal folder created at C:\Users\Adawiah\AppData\Local\Microsoft\Outlook aset.pst aset.pst file has been created *I may copy this aset.pst file to external hard disk, thumb drive etc. 1.2 Delete File Since file with subject Senarai Aset PKB terkini has been back up as aset.pst file in hard disk C with name aset, let s delete that particular in Ms Outlook - Inbox 1. Go to Inbox. 6 U S T M / P K B

7 2. Select file with subject Senarai Aset PKB terkini. Right click. Click Delete //delete to release space 3. file with subject Senarai Aset PKB terkini no longer in the Inbox 1.3 Import File If I want to get back my file that has been back up,and has been deleted. I do import that particular file 1. File > Import and Export 7 U S T M / P K B

8 2. Select Import from another program or file. 3. Click Next 4. Select file type to import from: Select Personal Folder (.pst). 5. Click Next 8 U S T M / P K B

9 6. Browse file to import. Select Browse 7. Select.pst file named aset. 8. Click Open 9 U S T M / P K B

10 9. Ensure the path is correct. File to import = C:\Users\Adawiah\AppData\Local\Microsoft\Outlook\aset.pst 10. Click Next 11. Select the folder to import from: Select aset. 12. Select folder to put the imported items: I select Mailbox Rabiatul Adawiah Bt. Ramli 13. Click Finish 10 U S T M / P K B

11 14. file with subject Senarai Aset PKB terkini back to the place 2 Back Up An Folder (A Group Of Files) Backup can be done by exporting and importing folder in (.pst) type. 2.1 Create Folder folder must be created first, before backing up the folder Create personal folders to allocate / save s. Folder can be under Favourite Folders, Mailbox, Personal Folders or Public Folders (for sharing purpose) 1. Go to Folder List Mailbox 2. Right click. Select New Folder 11 U S T M / P K B

12 3. Name new folder as 4 network 4. Click OK 5. Folder 4 network created 6. Drag (s) from Inbox to folder created. 7. Organize your folder as well as you organize your files *Example: I created 9 folders under my Mailbox 12 U S T M / P K B

13 9 Personal Folders created *Example: I want to back up 4 network folder. I will back up this 4 network folder by exporting and importing folder. 2.2 Export Folder 17. Select a folder to export. Example, I select 4 network folder 18. File > Import and Export 19. Select Export to a file. 20. Click Next. 13 U S T M / P K B

14 21. Create a file of type: Select Personal Folder File (.pst). 22. Click Next. 23. Select the folder to export from: I select 4 network folder. 24. Click Next 14 U S T M / P K B

15 25. Click Browse to browse location //where to save the exported folder The patch location actually automatically created by default. It is C:\Users\Adawiah\AppData\Local\Microsoft\Outlook\ 26. I name my file as network. Save as type: Personal Folders Files. which in (.pst) 27. Click OK 15 U S T M / P K B

16 28. I save my exported file as: C:\Users\Adawiah\AppData\Local\Microsoft\Outlook\network.pst 29. Click Finish 30. Create Personal Folder. I name it network. 31. Click OK 32. Check my personal folder created at C:\Users\Adawiah\AppData\Local\Microsoft\Outlook 16 U S T M / P K B

17 network.pst Network.pst file has been created I may copy this network.pst file to external hard disk, thumb drive etc. 2.3 Delete Folder Since 4 network folder has been back up in hard disk C with name network, let s delete the folder in Ms Outlook Folder List 4. Go to Folder List. Select 4 network folder. Right click. 17 U S T M / P K B

18 5. Select Delete 4 network... //delete to release space 6. Click Yes 7. 4 network folder no longer in the list 2.4 Import Folder If I want to get back my folder that has been back up,and has been deleted. I do import that particular folder 15. File > Import and Export 18 U S T M / P K B

19 16. Select Import from another program or file. 17. Click Next 18. Select file type to import from: Select Personal Folder (.pst). 19. Click Next 19 U S T M / P K B

20 20. Browse file to import. Select Browse 21. Select.pst file named network. 22. Click Open 20 U S T M / P K B

21 23. Ensure the path is correct. File to import = C:\Users\Adawiah\AppData\Local\Microsoft\Outlook\network.pst 24. Click Next 25. Select the folder to import from: Select 4 network. 26. Select folder to put the imported items: I select Mailbox Rabiatul Adawiah Bt. Ramli 27. Click Finish 21 U S T M / P K B

22 28. 4 network folder back to the place 3 Etc 3.1 View Folder sizes I may view my folder size anytime I want. The folder size will notify me the status regarding my size limitation or quota. 1. Click Folder List to view all folders 2. Select Folder Sizes Folder Sizes Click to view Folder List 22 U S T M / P K B

23 3.2 Data File Management Data File Management shows the information abaout Account Setting such as Data Files. Data Files shows where files has been kept. 1. Click Folder List to view all folders 2. Select Data File Management Data File Management 23 U S T M / P K B

24 3.3 Advices These are the best practices, as advised to do so: 1. Save dedicate in the particular folders 2. Back up files/folders in.pst file regularly. Back up folder is more practical. 3. Back up the files/folders when: mailbox reaching the quota (1GB quota) plan for long duration leave before formating hard disk etc 4. Copy the important back up file into external media such as external hard disk or thumb drive 5. Import the backed up.pst files back into system whenever needed 6. Empty Deleted Items Folder regularly. //permanent delete 24 U S T M / P K B

25 6.1. Select Deleted Items folder Right click.select Empty Deleted Items folder 6.3. Yes 25 U S T M / P K B

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