Copying .pst to Documents folder along with email accounts (2007)

[camotto]

In the default location C:\Users\xxxxx\AppData\Local\Microsoft\Outlook I had
3 pst files

Outlook.pst
plus two other .pst's corresponding to the two separate email accounts I
check through Outlook.

I copied the Outlook.pst into the My Documents folders and then renamed the
old one outlook.old

At first I had done just that but noticed the email accounts where still
pointing to the default location. Do I need to also copy the .pst's
corresponding to my email accounts?

If I do need to copy them, what could be causing the problem that I cannot
then change the path through the Tools, Account settings? I can click inside
the path to change the path but it doesn't allow me to make any changes.

 

[Pat Willener]

You should change the path(s) while Outlook is closed in Control Panel |
Mail | Data Files.

 

[camotto]

I had tried it both ways...doesn't work.

Just to be clear:
The outlook.pst file is pointing to the new location

The 2 email accounts that I check, even though I ALSO copied them to the new
location, are still pointing to the default (old) folder.

So when I go into Mail from the control panel I see

outlook.pst set as default, pointing to the new location
But both email accounts say that new email is being delivered to the old
location

I cannot change the path...

 

[DL]

Copy all pst's from default location to Documents, rename pst's in default
location as appropriate (all with Outlook closed)
When you start outlook it will complain, simply point it to the new location

PS you cause some confusion by refering to email accounts, the email account
is that which is shown within Outlook under Accounts. Generally if you use
different pst's you would have seperate Profiles for each individual mail
account together with its specific pst.

 

[camotto]

DL, I'm sorry about the confusion.

I don't particularly understand psts.

I just knew I wanted to change all my outlook data files to the documents
folder so I could back them up easier. So i went into the default location
and looked for anything that had the pst after it.

Originally, I moved the outlook.pst only, restarted outlook, and repointed
it to the new location. I thought that it automatically create the other two
pst's - and by that I mean the other two files ending with pst that have to
do with the email accounts. I am sure this explanation shows where I'm not
undrstanding the basics of pst's.

Anyway - it was only AFTER I realized that the two email accounts were still
pointing to the old location in their data files that I copied them into the
new location. And now I cannot change the path to point to that new location.

I don't know if this helps anyone see where I went wrong - I'm thinking
maybe it was not copying ALL of the files at the same time, before reopening
outlook and pointing it to the new location. If that is the case though is
there an easy workaround.

 

[camotto]

Trying to bring more clarity to my question...

Under Mail Folders, in the Navigation Pane, the Personal Folders and each of
the two email accounts (one is AOL) have always been parent folders. So that
it's something like this:

Personal Folders
Deleted Items
Drafts
Inbox etc...
Email Account #1 (aol)
Drafts
Inbox
Sent
Spam
Email Account #2 (not aol)
Inbox, etc.

My email comes in to each one of those email account's inbox - never to the
Personal Folders, Inbox.

I hope this helps better clarify any confusion...

 

[Brian Tillman [MVP - Outlook]]

Originally, I moved the outlook.pst only, restarted outlook, and repointed
it to the new location. I thought that it automatically create the other
two
pst's - and by that I mean the other two files ending with pst that have
to
do with the email accounts. I am sure this explanation shows where I'm
not
undrstanding the basics of pst's.

If your other accounts are IMAP accounts, then they probably are associated
with the accounts but, in general, PSTs and accounts are independent. What
types of accounts are you using?

 

[camotto]

Hi Brian and eveyrone who responded so far...thanks...

I've got a lot of questions here - I understand if you can't answer them
all, but I hope you can help me sort this out.

If I go into account settings both email accounts show IMAP/SMTP.

I guess by independent you mean independent of the outlook.pst profile. I'm
curious in what situations it's NOT independent?

So where does that leave me:

1. My outlook.pst contains what? Everything else OTHER than email, like
calendar, contacts, etc.?

2. Can the IMAP/SMTP accounts be moved so that they deliver mail into the
Documents folder?

If the answer is yes, it is not working for me by copying these pst's into
the new location and restarting outlook - outlook is no longer asking me for
the new pst location, nor can I change the delivery path manually - and I
tried via Account Settings, email and data files tab, and through the Control
Panel, Mail (all with outlook closed).

3. What does "delivery" means

Does that mean that copies of the emails are stored in that particular pst
profile? So, say for AOL all the emails sent, received, saved, are stored in
the (e-mail address removed)-0000000a.pst profile?

All I am trying to do is backup all my outlook-related stuff to the
documents folder so that I have an easy way to get an additional backup to my
external drive.

 

[DL]

I would suspect the two named Email Account #1 & # are maybe IMAP accounts,
rt click on one of these >Properties>Advanced will show file name and path
of the message store

 

[Brian Tillman [MVP - Outlook]]

If I go into account settings both email accounts show IMAP/SMTP.

I guess by independent you mean independent of the outlook.pst profile.
I'm
curious in what situations it's NOT independent?

When the account type is POP (or Exchange), all accounts use the same data
store as the delivery location no matter how many accounts you have.
Because IMAP account PSTs reflect the contents of the server, IMAP accounts
and their PSTs are not independent. There is a one-to-one correspondence
between accounts and PSTs for IMAP.

So where does that leave me:

1. My outlook.pst contains what? Everything else OTHER than email, like
calendar, contacts, etc.?

You'll have one PST that is the delivery location PST; the root will be
"Outlook Today" and the folders will be the default folder. You'll also
have one PST for each IMAP account.

2. Can the IMAP/SMTP accounts be moved so that they deliver mail into the
Documents folder?

I don't know if it's possible with Outlook 2007, but I have used this
technique to move an IMAP PST in Outlok 2003:
http://support.microsoft.com/kb/300593

If the answer is yes, it is not working for me by copying these pst's into
the new location and restarting outlook

That will work only for the default PST, never for IMAP PSTs.

3. What does "delivery" means

With versions of Outlook prior to 2007, there was one PST that acted as the
"delivery location"; that is, a PST where new messages were delivered when
they arrived, although with IMAP, this is not all that accurate, since they
have their own Inboxes. The delivery location designates which PST is
considered the default. This is where new COntacts will be stored, where
new Cqalendar items will be stored, and so on. Reminders will only fire
from the delivery location (i.e., default) folders. Outlook 2007 blurs that
nomenclature somewhat since even with POP accounts, each account can have
its own separate Inbox and Sent Items folders.

Does that mean that copies of the emails are stored in that particular pst
profile? So, say for AOL all the emails sent, received, saved, are stored
in
the (e-mail address removed)-0000000a.pst profile?

A PST is not a profile. A mail profile is a structure in the registry that
contains pointers to all the PSTs and accounts in use when Outlook is open.

All I am trying to do is backup all my outlook-related stuff to the
documents folder so that I have an easy way to get an additional backup to
my
external drive.

There is no need to back up an IMAP account PST because it will always
reflect the contents of the corresponding folders on the IMAP server.
There's little reason to move IMAP PSTs from the default location where
Outlook creates them. If something were to happen to them, merely delete
and re-add the account and Outlook will create a new PST for the account and
synchroinize it to the server again.

 

[camotto]

Thank you for the very thorough reply, Brian.

I hope you're not getting sick of me yet - some more questions below.

When the account type is POP (or Exchange), all accounts use the same data
store as the delivery location no matter how many accounts you have.
Because IMAP account PSTs reflect the contents of the server, IMAP accounts
and their PSTs are not independent. There is a one-to-one correspondence
between accounts and PSTs for IMAP.

I see...so in the case of Exchange or POP3 mail gets checked/delivered in
Personal Folders
Inbox
(can you tell I'm a linear thinker?)

Actually I think you explain below this isn't necessarily the case...but it
helps with my understading of this.

You'll have one PST that is the delivery location PST; the root will be
"Outlook Today" and the folders will be the default folder. You'll also
have one PST for each IMAP account.

OK - a little confused on this, but not sure I need to understand further
than "You'll also have one PST for each IMAP account."

I don't know if it's possible with Outlook 2007, but I have used this
technique to move an IMAP PST in Outlok 2003:
http://support.microsoft.com/kb/300593

OK - however, based on what you say below, there doesn't seem to be any good
reason to do this. My thinking was to backup email in case I deleted
something by mistake. Right now I have the settings to purge emails from the
original location if they're moved while online. I had activated that
setting because it was annoying to still see emails that I thought I had
moved into a different folder (i.e., reference) still in my inbox - I was
always double checking to make sure I moved them. But of course that also
means that if I delete and email and get out of that folder, it's purged,
with no way for me to recover it.

That will work only for the default PST, never for IMAP PSTs.

OK - I am glad I am clear on this now, thank you.

With versions of Outlook prior to 2007, there was one PST that acted as the
"delivery location"; that is, a PST where new messages were delivered when
they arrived, although with IMAP, this is not all that accurate, since they
have their own Inboxes.

The delivery location designates which PST is

considered the default. This is where new COntacts will be stored, where
new Cqalendar items will be stored, and so on.

I see - so whichever is designated as the default pst is where these things
are stored. In my case, outlook.pst.

Reminders will only fire

from the delivery location (i.e., default) folders. Outlook 2007 blurs that
nomenclature somewhat since even with POP accounts, each account can have
its own separate Inbox and Sent Items folders.


A PST is not a profile. A mail profile is a structure in the registry that
contains pointers to all the PSTs and accounts in use when Outlook is open.

OK. It's really sinking in now, promise.

There is no need to back up an IMAP account PST because it will always
reflect the contents of the corresponding folders on the IMAP server.
There's little reason to move IMAP PSTs from the default location where
Outlook creates them. If something were to happen to them, merely delete
and re-add the account and Outlook will create a new PST for the account and
synchroinize it to the server again.

See my comment above about why I was looking to back up.

Brian Tillman [MVP-Outlook]

 

[Brian Tillman [MVP - Outlook]]

I see...so in the case of Exchange or POP3 mail gets checked/delivered in
Personal Folders
Inbox
Correct.

OK - however, based on what you say below, there doesn't seem to be any
good
reason to do this. My thinking was to backup email in case I deleted
something by mistake. Right now I have the settings to purge emails from
the
original location if they're moved while online. I had activated that
setting because it was annoying to still see emails that I thought I had
moved into a different folder (i.e., reference) still in my inbox - I was
always double checking to make sure I moved them. But of course that also
means that if I delete and email and get out of that folder, it's purged,
with no way for me to recover it.

IMAP accounts don't delete immediately. They mark messages for deletion but
leave them in the original folder. The marking for deletion is signified by
an overstrike through the message. To cancel the deletion, right-click the
message.

Moving a message from one folder to another is a copy/deletion, so naturally
you can't exactly do this with IMAP. The original is simply marked for
deletion.

If you don't want messages to be purged automatically, disable the option.

I see - so whichever is designated as the default pst is where these
things
are stored. In my case, outlook.pst.

Yes. The default PST will contain the folders receiving items that you
create and then Save and Close.

See my comment above about why I was looking to back up.

Don't purge unless you actually want to have the messages gone. It's no
different in functionality than a Deleted Items folder. It allows you to
change your mind after deleting something.

 

[camotto]

OK.


IMAP accounts don't delete immediately. They mark messages for deletion but
leave them in the original folder.

Right - unless I change folders - with the setting turned on, when I go back
to that folder, they're gone.

The marking for deletion is signified by

an overstrike through the message. To cancel the deletion, right-click the
message.
Right.

Moving a message from one folder to another is a copy/deletion, so naturally
you can't exactly do this with IMAP. The original is simply marked for
deletion.

If you don't want messages to be purged automatically, disable the option.

That would be the only way to have a little cushion against deletion...so
yes, maybe I will.

Yes. The default PST will contain the folders receiving items that you
create and then Save and Close.

OK - got it.

Don't purge unless you actually want to have the messages gone. It's no
different in functionality than a Deleted Items folder. It allows you to
change your mind after deleting something.

Thanks again Brian - I marked your post helpful

Brian Tillman [MVP-Outlook]