Welcome to the world of Outlook! You may not know it yet but this powerful email client is actually a data file that stores all of your emails contacts and calendar events. And while you can delete some of your emails and contacts there are certain Outlook data files that you cannot delete. In this blog we’ll be exploring why this is and what you should do about it.
The main reason why you can’t delete Outlook data files is because they contain important information that you need to access regularly. This includes emails contacts and calendar events as well as other data related to Outlook such as settings and preferences. If you delete the data file you won’t be able to access this information and could end up losing important data.
Another reason why you can’t delete Outlook data files is because they are essential for the proper functioning of Outlook. If you delete the data file you could end up disabling certain features of Outlook or even crashing the program altogether.
| Data File | Purpose |
|---|---|
| OST | Stores emails and other data when using an Exchange server |
| PST | Stores emails and other data when using POP3 or IMAP |
| NK2 | Stores contacts and autocomplete list |
With Outlook the rules are clear: you can’t delete an Outlook data file. But fret not that doesn’t mean you’re stuck with it forever. You’re still able to move and reorganize your Outlook data fields in a way that works best for you without actually deleting them.
For starters you can easily detach Outlook data files in a breeze. Just go to the ‘File’ menu and click on ‘Account Settings’. Here you’ll see a list of Outlook data files. Select the one you want to detach and then hit the ‘remove’ button. This will basically ‘freeze’ the data file making it officially unreadable by Outlook.
But if detaching isn’t enough you always have the option of archiving. Select the data file to be archived and hit the ‘Archive’ button. Next a window will pop up asking you where to save the archived data file. Pick your preference and hit the ‘ok’ button.
You can also move or rename an Outlook data file if you’re looking for a more permanent solution. To do this click on the ‘File’ menu and select ‘Account Settings’. Select the data file you want to move/rename and a new window will appear. From here you can choose to ‘Move’ or ‘Rename’ the data file. Whichever you choose make sure to keep the original data file in a safe place so you can easily access it anytime.
Finally you can always create an entirely new data file. To do this head to the ‘File’ menu and click on ‘New’. Here you can choose to create a new Outlook data file or a Personal Folder. Play around with the options to get the most out of your new file.
As you can see there’s no shortage of options when it comes to managing your Outlook data files – whatever that may mean in your particular situation! So never fear instead of deleting Outlook data files you can find a way to make sure they’ll be organized and accessible when needed.
Ah the dreaded Outlook data file. It’s one of those things that we all need yet rarely understand. Unless you’re a tech whiz the chances are high that you don’t even know what the ‘.pst’ file extension stands for – let alone how to manage and troubleshoot any potential issues that come your way.
Where do you start when you’re faced with a messy and misbehaving Outlook data file? As much as we hate to talk about it prevention is better than cure. That means periodically backing up your files and getting familiar with the quirks of your Outlook program. That way if something does go wrong you’ll be prepared to fix it with minimal fuss.
But if you’re in the midst of a data file catastrophe all hope is not lost. Locating and deleting the corrupt files is often the first step – and if all else fails you can always resort to using a third-party recovery tool.
To get started you’ll need to locate your PST file. This is a fairly straightforward process if you’re using an Outlook version of 2007 or later as Outlook will store all your emails in a single file by default. However if you’re using an earlier version you may have to get your Sherlock Holmes hat on and start hunting.
Once you’ve tracked down the file run a scan to check for any signs of damage. Microsoft has a free tool called ‘Scanpst’ that can help you do this or you can use a third-party app to determine the file’s health. In many cases the scan will be able to repair any corruption errors and you can carry on as normal.
Sometimes though Outlook data files can become too damaged to repair. In this case you’ll need to delete the files and start from scratch. To do this you’ll want to back up your existing data file and then delete the original. Keep in mind that if you do delete your data file there’s no way to recover the info if you don’t have a stored backup.
So there you have it: an introduction to Outlook data files and the different steps you can take if you need to troubleshoot any of the issues you might encounter. Hopefully you can now make sense of those mysterious .pst files and have a better understanding of how to manage them in the future!
Think you can simply hit the delete button and wave goodbye to your emails? Think again! Before you take the plunge you need to back up and archive your Outlook data file if you want to keep your emails safe.
Here’s how to securely save a copy of your Outlook data file before you delete it:
1. Open Outlook.
2. Select the File tab.
3. Click Account Settings and then Account Settings to open the Account Settings window.
4. Click the Data Files tab.
5. Select the data file you want to back up and click the ‘Open File Location’ button.
6. Copy the PST file and paste it in a secure location such as an external hard drive.
7. Once the file has been saved you can delete it safely and securely.
You can also compress your PST file for archiving and use it for a backup. This is an efficient way to save storage space and secure your Outlook data file in case you need it later.
Here’s how to compress your Outlook PST file:
1. Find the OST or PST file you want to compress.
2. Right-click on the PST file and choose the ‘Compress and Email’ option.
3. Choose the zip format and a password.
4. Click ‘Compress’ to compress the data file.
Now you can rest easy knowing you have saved a copy of your Outlook data file and archived your emails ready for when you may need them!
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