Working with Data files in Outlook

Outlook 365
Although Outlook automatically creates Data Files as needed when you add accounts, you might want to add your own Data Files (.pst - files) to a profile. For example, perhaps you use an Exchange Server account for your primary Outlook store, but want a set of personal folders to serve as an archive; or perhaps you have an Exchange Server account and are adding a POP3 account.

Follow these steps to add a set of personal folders to your profile:

   1.   Do one of the following:

  • If Outlook is not running, open the Mail applet from the Control Panel:
    Data Files in Control Panel Windows 10

    Click Data Files... to open the Account Settings dialog box.

  • If Outlook is running, on the File tab, in the Info tab, click the Account Settings button and then choose Account Settings...:
    Account Settings in Outlook 2016

   2.   In the Account Settings dialog box, on the Data Files tab, click Add... button:

Outlook 2016 Data Files

   3.   In the Create or Open Outlook Data File dialog box, choose a location and file name for the .pst, and click OK:

Create or Open Outlook 2016 Data File

   4.   To change other settings for the .pst file that you just created, do the following:

  1. Select the new data file from the list and click the Settings... button:
    Data File Settings in Outlook 2016
  2. In the Outlook Data File dialog box, configure settings:
    Outlook 2016 Data File Settings
    • Name - Specify the name for the .pst as you want it to change in the Outlook folder list
    • Password - Enter and confirm an optional password to protect the .pst and choose the Save this password in your password list to have Outlook cache the .pst password in your password cache. Use this option if you are concerned that others might be able to access your computer and view the items in the personal folders:
      Change Password in Outlook 2016 Data File Settings
    • Compact Now - This option doesn't apply to new .pst files, which need no cleanup. However, you can use this option to compact a large .pst file.

See also this tip in French: Comment ajouter de fichiers de donnée.

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Working with Data files in Outlook

Working with Data files in Outlook

Although Outlook automatically creates Data Files as needed when you add accounts, you might want to add your own Data Files (.pst - files) to a profile. For example, perhaps you use an Exchange Server account for your primary Outlook store, but want a set of personal folders to serve as an archive; or perhaps you have an Exchange Server account and are adding a POP3 account.
Working with Data files in Outlook

Working with Data files in Outlook

Outlook automatically creates Data Files as needed when you add accounts. In addition, Outlook automatically creates data files when you perform data archiving. Organizing data files allows you to access previously downloaded or synchronized email messages, calendar information, contacts, and tasks without an Internet connection.
Use Profiles in Outlook

Use Profiles in Outlook

By default, Microsoft Outlook uses one profile, which consists of email accounts, data files, and information about where the configured email data is stored. Profiles in Outlook are created when you customize Outlook.