Transferring MS Outlook Files

I received 2 calls early this morning regarding ICT issues.

The first caller requested a quotation for a Pentium4 Desktop PC with a budget of RM 3,000.

The 2nd caller asked about how to open his MS Outlook files. So, allow me to share with you on this simple procedure.

Picture this scenario :

You are about to upgrade to a new PC or Notebook & there are many data files/vital information that you wish to transfer. Most of them are stored on your external HDD but unlike your files for MS Word, Excel & PowerPoint, you have no idea on how to transfer all your ‘contacts’, ‘journal’, ’emails’ and ‘appointments’ that you have in your MS Outlook application.

There might be over a thousand items for this particular application alone. For example, if you are a business owner & store all your clients/vendor data/information in Outlook, this data is very vital to your business operations & you would not want to lose them.

Thus, all your outlook data, no matter how many thousands of contacts, emails or journal entries, are all stored in one single file with a ‘.pst’ extension – which stands for ‘personal folders’.

By default, you can locate this file in your C:\Documents and Settings\<username>\Local Settings\Application Data\Microsoft\Outlook.

Just copy this file to your external HDD or thumb-drive & when you get your new PC or notebook, you can access the files immediately. Just open your new outlook application (it should be blank without any data because the application is new)  and on the ‘files’ menu, select ‘open’ > ‘outlook data file’ .

If you would like to make all your previous data/information permanent in your new PC or notebook, simply copy the ‘.pst’ file to the local HDD.

You should be up and running in no time. FYI, the size of the ‘.pst’ file can be between 500Kb up to 10GB depending on the amount of data you have.

I hope this tip will help you in preserving all your important data/information.


“Information is the oxygen of the modern age”

-Ronald Reagan-

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