Outlook .pst and backing them up

[Linda at the Beach]

I'm so confused after reading everything about .pst files and backing them
up. I need clarity please.

I had 1 pst and just did an archive - so then I had 2 files. I renamed the
"archive" to something else, like a read somewhere and that left me with 3
files.

I have my .pst set up to get email from 2 different companies I work for and
have a bunch of subfolders for each to organize the email. Should I have
TWO .pst files, one for each? Or should I keep what I have but archive them
separately? Can I do that? How does that work, will they end in blocks of
6 months each if that's when I archive? Or do I delete stuff from an
archive, Emails and folders, and then rename it to what it is?

I presume once I confirm the backup is working, it is then safe to move to a
external hard drive.

I'm thinking take one of the archives and delete company A, then delete
company B from the other.

And then on my main .pst, can I delete folders from that? Will it affect the
next "archive".

Do archives get written over or are new ones created each time?

I know there are a lot of posts on this subject, but with all the options to
backup, import, export, etc... I'm overwhelmed.

Do I ever need to IMPORT my backup? or can I simply OPEN it from the
directory it is located in?

I'm just trying to find the best way to manage two companies on my laptop
and all the emails from them.

Help would be greatly appreciated.

THANK YOU SO VERY MUCH!

Linda

 

[Russ Valentine]

Archiving is not backing up at all. It is storing old data you no longer
need available, not backing up the data you currently need.
Answers to your questions are posted here daily.
The file you need is your Personal Folders file (*.pst) It's where all the
mail, calendar, contacts etc are stored.

Take a look at these pages for info on Outlook data backup or transfer:
http://www.slipstick.com/config/backup.htm
http://www.howto-outlook.com/Howto/backupandrestore.htm
http://office.microsoft.com/en-us/assistance/HA010771141033.aspx

Note that some of the information on the Microsoft page is outdated and
contains errors, particularly when applied to Outlook 2003 or 2007.
Specifically:
1. Ignore any advice to copy your PST file to Outlook's default location to
connect it to your profile. Doing so will often corrupt your Outlook
profile. Copy it
anywhere BUT the default location and then open it within your Outlook
profile.
2. Ignore any advice that tells you to use export or import to transfer
Outlook data. That has never been sound advice, but the process has become
too deeply flawed to be of any use.

 

[DL]

An Archive contains data removed from the main data file that corresponds
with the Archive date set.
An Archive is not a backup
Renaming the archive file, depending where you renamed it (its display name
within Outlook, or within IE) does not create a third file
To backup outlook data, either use the free backup addin available on MS
site, or with outlook closed simply copy the pst files
Personally I create a new Archive each year so I have Archive2008,
Archive2009 etc

If you delete stuff from an Arhive, or any other data file you will have
lost that data, unless you have data backups

If you use Outlook 2007 you can if you wish create a separate pst file for
each mail account (Assuming pop mail)
Generally, you never Import/Export native outlook data