All that you need to know about PST Files.
What do you understand by a PST File?
In a computer, PST is affirmed as a personal storage table. This is a file format of the proprietary that has been built in by the Microsoft to keep storage of a copy of messages, events in the calendar, and other such items in their software together, this platform also includes the Microsoft Exchange Client, Microsoft Outlook and the Windows Messaging.
The file format is known as the “Personal Folder” for some time. It is also sometimes called as the “Offline Storage Table” or the “Offline Folder” when the functioning in it works as a cache for the feature of cached exchange mode of Outlook. In Microsoft Exchange Server, the data items such as the calendar, the messages, and such other data are kept and and stored on that server. Microsoft Outlook keeps a storage of such items on the local computer. Most usually, the .pst files are used in storing archived products at the time when the OST files maintain the availability offline.
Security of PST and the Data Integrity
The main benefit of the PSTfiles is that they can be ported easily; they can be moved from one Outlook client to another client without the help of any IT expertise and techs. Along with the advantage of mobility, PST files also come with a number of issues in security when used. They are as follows:
PST files have not been designed to work as an email archive of multi gigabyte. Due to this, the PST corruption and continuous data loss can come in to occurrence too frequently.
With the power outage, the computer crashes or closes down a PST, which disconnects it from your Outlook profile. It then gets lost or cannot be found, resulting in an orphaned PST file that has gone invisible to IT but still has valuable information that is required to be saved.
When a business is put under the review of a hold request legally, the need to quickly identify important information with an issue, that contains messages, or the emails that are included in the PST files, will not get identified as their content is only available to the message source.
PST files mostly contain emails that have never been archived properly. Because of issues such as the access to restriction or wrong placement, they are not placed in the proper place always, classification systems or deleting, can become an actual issue if the emails one day will be asked for a piece of evidence.
There might be password protection, even though a quick search on the web will be able to crack any number and list of programs that will find these passwords. There is a high risk at the user data and at the intellectual property with the use of this.
PST files are a necessary vector for the attack as they hold not only all the typically archived emails of a user but also hold the deleted email along with it. The most appropriate way to get your PST file secured is by making use of a thorough encryption, with the help of a PST encryption that is native and by itself is not likely to be enough for the usage of the enterprise.
Why is the importance that the PST Files hold?
PST files are a quite commonly known format for the storing of emails, and it also underlies all the solutions of Microsoft email. In any environment that is based on the Microsoft, it is critical to understand on the ways to secure and manage PST files so as to prevent the loss of data, any legal issues, or attacks from the archived email data.
How to create a Personal Folder File (.PST) on your Network Drive?
A Personal Folders file (.PST) is an Outlookdatafile that is used for storing of the local copies of messages, events in the calendar, and other such items from your mailbox Exchange. It looks closely like the Outlook 2003, and it can have all your Outlook folders content, such as the details from Inbox, Contacts, and the Calendar.
What are the advantages of using a .PST File?
When you are using a .PST file, you are allowed to:
Get free storage space in your mail box.
Design the filing system of your own, combine or split the mail box folders as per your own needs.
Look for messages, etc.
What you need to know about the .PST Files?
Creating a PST file on your network drive (and not on local drive C on your computer) so that you can back up daily.
Because .PST files become a little large, you need to create them as per only their specific needs for business. We suggest you that PST files should not exceed the size limit of 500MB so as to minimize the data corruption potential and to maintain the efficiency of server and network.
An important thing to note is that ESO Network Operations keeps the right for changing the recommended size or limit of the .PST use of files if the server or the network performance, or if the available storage has been impacted adversely.
We strongly suggest you that .PST files should be governed by the retention of departmental data policies as they will not indefinitely exist on your network drive.
Instructions to be followed
Disable the feature of Outlook Auto Archive
Go to the Tools menu, click on Options, and then choose the Other tab.
Click on the option of Auto Archive.
Clear the Run Auto Archive option every day and check the box and click on OK.
Make an Outlook .PST Data File
On the File option, go to New, and click on the Outlook Data File.
Choose the Office Outlook Personal Folders File (.pst) and click on OK.
Now choose the location where the file will be stored on your network.
Go to the File name box, enter a name for your file, and click on OK.
Go to the Name box, enter a displayed name for the .PST folder.
Accept the default settings, and click on OK. The name of the folder related to the data file will be displayed on your folder list.
Move ahead and create any folder structure as you wish.
Drag items from your recent folders to the newly created folder.
Open the Outlook .PST Data File
On the File menu, click on to Open, and click on the Outlook Data File.
Go to the desired folder on the network drive, and choose the .PST file that you wish to open, and click on OK.
Close the Outlook .PST Data File
Go to the Navigation Pane and right click on the Personal Folders file that you wish to close.
Click on Close.
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Before moving to the solution to merge Outlook data files together, first, let's know about the PST file.Introduction of Outlook PST FilePST file is known as Outlook data files which contain all Outlook items including emails, contacts, calendar data, notes, journals, and more.
The size of the PST file is limited to different versions of Outlook, for example- PST files in Outlook 2000 and Outlook 2002 were stored in ANSI format and have a maximum size of 2 GB, while Outlook 2003 and Outlook 2007 save the PST file in Unicode format and have a maximum size of 20 GB.
Some of them are listed below:-If the user merges multiple PST files into one, he/she can easily manage their data.Multiple data files can affect the performance of the Outlook application.Large Outlook PST data files can be misplaced anywhere and accidentally deleted.Outlook does not support the simultaneous import of multiple PST files.Users can not share multiple files, whereas a single PST file can easily be shared with others.Users can easily access their PST files from multiple accounts at once place after merging.Manual Method Combine Multiple PST FilesMicrosoft does not provide any inbuilt utility in Outlook that helps users to merge Outlook data files into a single file.
Now for combining Outlook PST files, we need to merge all existing data into the newly created PST file.
Browse to select the .pst file to import and check the “Do not import duplicates” box.
You need to import the PST file by one after one into Outlook.Quick & Secure Solution for Combining Outlook PST FilesIf you are looking for an instant way to merge Outlook data files, you must download SysTools PST File Merge Tool.
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