OST vs. PST: Unveiling the Differences in Outlook Data Files
| Criteria | OST (Offline Storage Table) | PST (Personal Storage Table) |
|---|---|---|
| Uses | An offline copy of Exchange mailbox, allows access without server connection | Used to store, archive, and manage Outlook data like emails, contacts, and tasks |
| Storage Location | Stored on the user’s computer, synchronized with Exchange server | Locally stored on the user’s computer or another location of choice |
| Offline Access | Allows offline access to Exchange mailbox data | Primarily used for archiving and storage; does not provide offline access to an Exchange mailbox |
| Synchronization | Changes made offline are synchronized with the Exchange server | Changes made are not automatically synchronized with the mail server; a standalone file |
| Use Cases | Mainly used for maintaining offline access to Exchange data | Primarily used for archiving, backup, and organizing personal data |
| Collaboration | Designed for collaboration in a networked environment | Suitable for individual storage and management of personal data |
| Examples | User travels without internet access, works on emails offline, changes synchronized when reconnected | Employee archives old emails to free up mailbox space, creates a PST file for backup or transfer |
How to Create PST File in Outlook?
Having a local copy of your important emails, contacts, and calendar entries can be crucial. That’s where PST files come in! This guide will show you how to create a PST file in both Outlook 2016 and O365, complete with helpful screenshots.
Before you begin:
- PST file purpose: Decide what information you want to store in the PST file. Will it be all your mailbox data, specific folders, or just contacts and calendars?
- Password protection: Consider adding a password for extra security.
Instructions:
1. Open Outlook: Launch Outlook and navigate to your inbox.
2. Access File Menu:
- Outlook 2016: Click the “File” tab in the top-left corner.
- O365: Look for the “File” option on the top ribbon menu.
3. Open Account Settings:
- Outlook 2016: Under “File,” click “Account Settings.”
- O365: Select “Account Settings” from the “File” dropdown menu.
4. Find Data Files Tab:
- Outlook 2016: In the “Account Settings” window, switch to the “Data Files” tab.
- O365: Within “Account Settings,” locate the “Data Files” tab.
5. Create New Data File:
- Both versions: Click the “Add” button on the “Data Files” tab.
6. Choose PST File Type:
- Both versions: In the “New Outlook Data File” window, select “Outlook Data File (.pst).”
7. Name and Location:
- Both versions: Enter a desired name for your PST file and choose a location to save it.
8. Optional Password:
- Both versions: Check the “Add an optional password” box if you want password protection. Enter and confirm your chosen password.
9. Finish Up:
- Both versions: Click “Finish” to create the PST file.
10. Accessing Your PST File:
- Both versions: After creation, your PST file will be listed under “Data Files” in the “Account Settings” window. You can now create folders within the PST file and move desired information into it.
Additional Notes:
- You can export specific folders or data instead of creating a complete backup by using the “Import/Export” option in the “File” menu.
- Regularly back up your PST file to an external drive for added security.
Helpful Images:
- Accessing File Menu (Outlook 2016)
2. Click on Account setting.
3. Access the Data File.
4. Enter the Name of the file which you want.
By following these simple steps and considering the additional tips, you can easily create a PST file in Outlook 2016 and O365, ensuring your important data is securely backed up and accessible.
