Do you know where your emails are saved on your computer?
They may not be where you think they are. Here’s how you can find out where your emails are so that you can be sure that they are part of your backup plan.
Last week at the golf club, I spoke to a frustrated fellow golfer who had just lost all his emails…
The harddisk on his old computer had crashed… and when he used his backups top restore his data to his new computer, he was in for a shock.
His Outlook emails were not there… despite having a well-thought out and implemented plan for backing up his computer.
Because Outlook does not actually ask you to save emails in a particular location, it is easy to forget about them.
Where does Outlook save emails?
If your emails are hosted with Office 365 or MS Exchange then a copy of your current emails will be on your server. Hopefully your network administrator is backing them up.
However, if you are using a POP3 mail account (which many people still are) or if you are archiving emails outside of Exchange, you need to know where your emails are being saved.
All your emails are generally saved in one big data file (PST file… which is short for Personal Storage Table). Unfortunately Outlook does not always create this file in a folder that you would remember to backup.
Some users may also have multiple PST files with additional files for Archives etc.
To find out exactly where all your data files are in Outlook 2010/2013:
- Click File.
- On the Info Tab, click Account Settings and then Account Settings again.
- Click Data Files to display a list of all your currently connected data files as shown below.
Makes sure that you are backing up all the Outlook data files shown above.
Additional Tip: If you’re not using Exchange, you may want to put your main Outlook PST files in your Documents folder. Assuming that you’re backing up your Documents folder regularly, you should be safe.
I love the New Year… and making New Year’s Resolutions. It feels like you get a brand new start to getting things right. Getting organized is the second most popular resolution (Losing Weight is #1) so we’re going to give you a series of posts on saving time by getting your emails organized this year.
What are the main reasons that email takes so much of our valuable time?
I am going to look at the common reasons. I’ll also give you some basic ideas on solutions that we will explore in more detail in later posts.
1. It is difficult to know what emails are important
Because of the sheer volume of emails, it is difficult to know which emails we should work on first. As a result, we spend a lot of time on unimportant emails… while important emails stay undone.
One solution for this is to only keep emails in your Inbox that you still need to work on and use Outlook’s flags to highlight more important emails.
However, unless you are very disciplined, you may find that you still end up with too many emails in your Inbox.
2. It takes too long to keep emails organized once we’re done with them
We need to keep emails or future reference. We need to keep them in a way that makes them easy to find in the future… and we need to be able to keep all related emails (sent and received) in a way that they are easy to retrieve them together when we want them.
The easiest thing to do is to create folders for your emails and then drag and drop them.
However because this process is very manual, many people tend to leave the emails in their Inbox or Sent Items folders which makes emails harder to find… and also harder to work on (see point 1 above).
3. We spend too long writing the same emails over and over again
A lot of the emails that we write are very similar to emails that we have written before… at least parts of them are the same. Instead of automating this, we tend to redo the same work over and over again.
For example, I often need to send our bank details to corporate customers. Typing it in each time (even if I copy and paste) can take 30 seconds or more (I need to find the old email to copy from first).
Outlook has some things built into Outlook such as Quick Steps and Quick Parts that can eliminate most of this rework for you.
A quick question for you…
I am going to do follow-up posts to offer solutions to the problems we identified above. I want to make sure that I focus on topics that you are actually interested in.
Please leave a comment below and tell me..
What email related issue is wasting (costing) you the most time?
Happy New Year to all our readers and their family and friends.
Hope you all had a great holiday de-stressing (hopefully not distressing) yourself and gearing up for the year ahead.
I understand it will be awhile till we all get back to actual work so we will keep the first post relatively simple.
I will just provide a quick overview of the year 2014 and the important events that took place in case you missed it… and also provide some links to the favourite post of our readers.
Mid-last year we launched a major upgrade to one of our bestselling email management tool Quick File for Outlook. The response to QuickFile for Outlook version 5 was so positive and over-whelming… I guess the credit for this goes to all the users who contributed with their awesome ideas and recommendations and pushed us to release another major upgrade after 5 years since version 4 was released.
Not just that… overtime we realized that different people used QuickFile differently based on how they work in Outlook and what they do…
On one end we had users who like to simply use QuickFile to file and organize their inbox and sent items while on the other end of the spectrum we had high end users who required much more than just filing.
To cater for all the different user groups, we created 3 different versions of QuickFile:
- QuickFile Standard
- QuickFile Pro
- QuickFile Ultimate
To view the difference between the versions and choose which one best suits your end… visit the Quickfile Comparsion page.
New to QuickFile: If email overload is a problem for you… if you think that you’re not getting the right work done because of the amount of emails in your Inbox… you MUST try this. You can download a fully functional 30 day trial and see for yourself.
Existing QuickFile users: If you missed out on the upgrade, you can view the upgrade options and upgrade to the QuickFile version 5 that works best for you now.
Now let’s have a look at the top 3 Outlook tips blog post for 2014. This posts have been selected based on the NUMBER OF PEOPLE WHO READ THE POST!!!
TOP POST#1: Reasons why you should avoid using BCC for emails + Alternative Solution
Outlook users BCC emails for two main reasons… sending sales/marketing emails or sending someone a copy of the email without letting the other recipients know. We strongly recommend that you DON’T use the BCC field for either purpose. Why?
Find out the 3 main reasons plus what you can do instead of using the BCC field…
TOP POST#2: How to NOT Email Yourself when using Reply-to-All in Outlook
This post was a result of an interesting question that one of the readers asked
“Outlook includes my email address in the To field when I do a Reply-All. Clearly I do not want to email myself but Outlook lacks the intelligence to not add my email address to the email. Do you have a solution?…”
The reply to this was YES!!!
Find out what the solution was…
TOP POST#3: Saving (Exporting) Outlook emails with your other files
Here’s a quick tip on how you can save one or more emails outside of Outlook. This is very useful if you want to save your emails on your hard disk in Client folders along with Word files etc.
There are two formats by default which you can save the emails in Outside of Outlook, these are Outlook Message format and Text only, but in this post we also showed you how to save the emails in PDF format…
Well that pretty much raps up 2014 for us… time sure flew and without even realising we are now in year 2015.
The Standss team is ready for the year ahead and as always… we have big plans for this year as well and we will be notifying you of this once ready…
The whole Standss Team would like to once again which everyone a Happy New Year and great success for the year ahead… Thank you for being part of the Standss family and we wish to continue serving you the way we have and offering you solutions that saves you time and makes you productive.
Till next time… have a better Outlook.
- What NOT to do after an accidental Reply-All (Hint: Recall does NOT work)
- Quick Steps: Add shortcuts to the Outlook ribbon to file your emails
- Outlook Quick Steps: Forward emails to the RIGHT person at the click of a button in Outlook
- Download the NBA 2016/17 Schedules into Outlook Calendar
- It is easier to send attachments in Outlook 2016
- Charity Projects
- Company News
- eeminders for Outlook
- Email Marketing
- Email Notes for Outlook
- EmailMerge for Outlook
- EmailTags for Outlook
- InsertText for Outlook
- Office 365
- Office Tip
- Outlook 2010
- outlook 2013
- Outlook 2016
- Outlook as a Business Tool
- Outlook Calendar Tip
- Outlook Contacts Tips
- Outlook Data Backup
- Outlook Email Filing & Management Tip
- Outlook Email Tips
- Outlook Installation/Setup
- Outlook Mail Merge
- Outlook Performance
- Outlook Search Tips
- Outlook Shortcuts
- project management
- QuickFile for Outlook
- Sales and Marketing with Outlook
- Send Confirm
- SendGuard for Outlook
- Sending emails
- Signature Switch for Outlook
- Smart Schedules for Outlook
- SPAM Filtering in Outlook
- Special Discount Offers
- Windows Tip
- April 2017 (2)
- March 2017 (1)
- February 2017 (4)
- January 2017 (2)
- December 2016 (1)
- November 2016 (2)
- October 2016 (3)
- September 2016 (4)
- August 2016 (3)
- July 2016 (5)
- June 2016 (2)
- April 2016 (1)
- March 2016 (2)
- February 2016 (1)
- January 2016 (3)
- December 2015 (3)
- November 2015 (1)
- October 2015 (2)
- September 2015 (3)
- August 2015 (2)
- July 2015 (4)
- June 2015 (3)
- May 2015 (2)
- April 2015 (3)
- March 2015 (4)
- February 2015 (3)
- January 2015 (3)
- December 2014 (1)
- November 2014 (1)
- October 2014 (3)
- September 2014 (6)
- August 2014 (8)
- July 2014 (7)
- June 2014 (7)
- May 2014 (6)
- April 2014 (2)
- March 2014 (1)
- February 2014 (1)
- January 2014 (2)
- December 2013 (4)
- November 2013 (6)
- October 2013 (7)
- September 2013 (8)
- August 2013 (11)
- July 2013 (9)
- June 2013 (9)
- May 2013 (10)
- April 2013 (9)
- March 2013 (8)
- February 2013 (7)
- January 2013 (4)
- December 2012 (4)
- November 2012 (9)
- October 2012 (3)
- September 2012 (3)
- August 2012 (5)
- July 2012 (2)
- June 2012 (5)
- May 2012 (9)
- April 2012 (7)
- March 2012 (10)
- February 2012 (7)
- January 2012 (8)
- December 2011 (3)
- November 2011 (4)
- October 2011 (6)
- September 2011 (8)
- August 2011 (11)
- July 2011 (9)
- June 2011 (2)
- May 2011 (7)
- April 2011 (7)
- March 2011 (8)
- February 2011 (8)
- January 2011 (7)
- December 2010 (6)
- November 2010 (9)
- October 2010 (8)
- September 2010 (8)
- August 2010 (14)
- July 2010 (13)
- June 2010 (15)
- May 2010 (13)
- April 2010 (15)
- March 2010 (5)