When you add an email account to Outlook, a local copy of your information is stored on your computer. This feature allows you to access your previously downloaded or synchronized email messages, calendar information, contacts, and tasks without an internet connection.
Certain types of accounts, such as POP accounts, store their information in Outlook Data Files (.pst files). Outlook 365 accounts, Exchange accounts, IMAP accounts, and Outlook.com accounts store their information in Offline Outlook Data Files (.ost files).
Outlook Data File (.pst)
An Outlook Data File (.pst) contains your messages and other Outlook items and is saved on your computer. POP accounts—which is a common type of account you can create when adding an email account from an internet service provider (ISP) like Xfinity or AT&T or Cox—download all of your email messages from your mail server and save them on your computer.
Tip: If your Outlook Data File (.pst) becomes large it can slow down your OneDrive sync and may show 'Processing changes' or 'A file is in use'. Learn How to remove an Outlook .pst data file from OneDrive.
Note: In Outlook 2013 and earlier versions, IMAP accounts also used an Outlook Data File (.pst). In Outlook 2016 and Outlook for Office 365, IMAP accounts use Offline Outlook Data Files (.ost).
You can also use an Outlook Data File (.pst) to backup or export items from any type of email account. For more information on backing up your email messages, calendar, contact, and task data, see Export or backup email, contacts, and calendar to an Outlook .pst file. You can also import email messages, calendar, contact, and task data from another Outlook Data File (.pst). For more information about importing items, see Import email, contacts, and calendar from an Outlook .pst file.
Note: You cannot import from an Offline Outlook Data File (.ost) file.
Because these files are saved on your computer, they aren’t subject to mailbox size limits on a mail server. By moving items to an Outlook Data File (.pst) on your computer, you can free up storage space in the mailbox on your mail server.
When messages or other Outlook items are saved in an Outlook Data File (.pst), the items are available only on the computer where the file is saved.
Offline Outlook Data File (.ost)
Most other account types, such as IMAP accounts, Office 365 accounts, Exchange accounts, and Outlook.com accounts use an Offline Outlook Data File (.ost) file to store a synchronized copy of your mailbox information on your local computer. When your connection to the mail server is interrupted, for example, when you're on an airplane without WiFi or if your internet connection disconnects, you can still access all emails, calendar data, contacts, and tasks that have been previously downloaded. You can read and compose messages, create appointments, and add contacts. However, your email messages won't be sent and no new messages will be downloaded until your internet connection is restored.
When the connection is restored, changes are automatically synchronized, and the folders and items on the server and on your computer are identical again.
File locations
The fastest way to open the folder where your Outlook Data Files (.pst and .ost) are saved is to do the following:
In Outlook, click the File tab.
In right pane, click Account Settings, and then click Account Settings.
On the Data Files tab, click an entry, and then click Open Folder Location.
Outlook Data Files (.pst) created by using Outlook 2013 or Outlook 2016 are typically saved on your computer in the DocumentsOutlook Files folder. If you upgraded to Outlook on a computer that already had data files that were created in Microsoft Office Outlook 2007 or earlier, these files are saved in a different location in a hidden folder at drive:UsersuserAppDataLocalMicrosoftOutlook.
Tip: If your Outlook Data File (.pst) becomes large it can slow down your OneDrive sync and may show 'Processing changes' or 'A file is in use'. Learn How to remove an Outlook .pst data file from OneDrive.
The offline Outlook Data File (.ost) is also saved at drive:UsersuserAppDataLocalMicrosoftOutlook. Most data remains on the server; however, any items that are saved locally should be backed up. For example, Calendar, Contacts, Tasks, and any folders marked Local only.
Tip: For information about hidden folders in Windows, see Windows Help and Support.
Related Topics
Create an Outlook Data File (.pst) to save your information
Import email, contacts, and calendar from an Outlook .pst file
Repair Outlook Data Files (.pst and .ost)
Most people know that Outlook stores email for each account in a personal table storage (PST) file, but figuring out where that file is located depends on what version of Outlook you’re using. Here’s where Outlook stores your files and how you can move them if you need to.
Outlook is still one of the best desktop email clients for Windows and is the de facto client in most businesses that use a Microsoft Exchange email server. Outlook also works well for personal use. It always provided good support for regular POP3 and IMAP accounts, but has also made a lot of progress in recent years at playing well with email services like Gmail and Outlook.com. It also provides a solid calendar and reminder system that are well integrated. Most of the time, you won’t need to bother with where your Outlook data files are located. But if you want to ensure the files are getting backed up or you want to move them to another hard drive to save space, here’s how to find and work with them.
What Is a PST file?
Where Is The Pst File Located In Office 365
If you’ve used Outlook for any length of time, you’ve likely heard of PST files. Each email account you set up in Outlook gets its own database in the form of a personal storage table (PST) file, where emails, calendar items, contacts, and reminders are all stored. The data in a PST file may or may not be compressed and encrypted, depending on your settings.You may notice that Outlook slows down as more data is stored in your PST file. Occasionally, Outlook will offer to archive your old emails to help alleviate this problem and just so that you have fewer old items to wade through as you go about your day.
You may also notice files with an .ost extension in your Outlook data folder. OST files are the same format as PST, but are generally used as temporary offline storage of email for Exchange servers and for webmail hosts such as Gmail and Outlook.com. The idea is that you can still interact with the messages stored in the OST file when you are disconnected from the email server–such as when you have no internet–and then when you reconnect to the server again, Outloook syncs everything up.
This means your data will be stored in a PST file if you’re using a standard POP3 or IMAP account, or an Exchange account where offline storage is not configured. Gmail, Outlook.com, and other webmail hosts will get an OST file instead. Exchange accounts may even use both an OST file for offline access and a PST file for data backup.
Where Are My PST and OST Files Saved?
Where Outlook saves your data files depends on the version of Outlook you’re running. By default, Outlook 2007 and 2010 store PST files in your AppData folder at the following location:
Outlook also stores all OST files in that same AppData location, regardless of what Outlook version you’re running.
Starting with Outlook 2013, the location of PST files moved to the Documents folder. Outlook 2013 and 2016 now store PST files at the following location:
You can also find out exactly where the PST file for an email account is stored from within Outlook. In Outlook 2010, 2013, and 2016, click the “File” menu, choose the “Account Settings” dropdown menu, and then click “Account Settings.” In Outlook 2007, you’ll find the “Account Settings” option on the “Tools” menu.
In the “Account Settings” window, on the “Data Files” tab, select the account you want to investigate and then click the “Open File Location” button.
Outlook will open a File Explorer window showing the folder containing your PST file (or OST file if you selected an account that uses one).
How Can I Move My PST File?
If you’d like to move your Outlook files off your primary hard drive, or just place your Outlook files in a more manageable location, there is a way. However, you can’t simply move them to a new location using File Explorer. If you try, Outlook will just create a new PST file in its default location and you may lose access to some of what’s stored in your real PST. Instead, you’ll need to dive briefly into the Windows Registry to change the default location where Outlook stores data files, and then move your existing PST file in File Explorer.
Standard warning: Registry Editor is a powerful tool and misusing it can render your system unstable or even inoperable. This is a pretty simple hack and as long as you stick to the instructions, you shouldn’t have any problems. That said, if you’ve never worked with it before, consider reading about how to use the Registry Editor before you get started. And definitely back up the Registry (and your computer!) before making changes.
Start by making sure that Outlook is not running. Then, open the Registry Editor by hitting Start and typing “regedit.” Press Enter to open Registry Editor and give it permission to make changes to your PC.
Where Are Outlook Files Stored
In the Registry Editor, use the left sidebar to navigate one of the following keys, depending on what version of Outlook you have:
Next, you’ll create a new value inside that Outlook
key. Right-click the Outlook
key and choose New > Expandable String Value. Name the new value ForcePSTPath
. Note that if you’re working with an OST file rather than a PST file, you can create a value named ForceOSTPath
instead. In fact, it’s probably a good idea to create both values so you can keep all your Outlook data files together in one location.
Double-click the new ForcePSTPath
(or ForceOSTPath
) value to open it’s properties window and type the location where you want Outlook to store new data files into the “Value data” box. Click OK when you’re done.
You can now exit Registry Editor. Outlook should now create new PST files in the location you specified and you can also now use File Explorer to drag the PST file from your old location to the new one. When you reopen Outlook, everything should continue working as before.
Whether you’re a professional with years of emails in Outlook or a personal user that wants to backup their Gmail account offline, Outlook is a standard tool of many of our daily lives. Now you know a bit more about your Outlook data files and what you can do with them. With today’s massive inbox sizes, your PST files can often be some of your larger personal data files, but the methods shown in this article can help you store your data files where you want.
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PST files are Outlook data files that are sometimes used as a mechanism for message archiving or for avoiding mailbox quotas. Although PST files can be handy, it is best to avoid using them in your organization if possible. Here are ten reasons why.1. PST files are rarely backed up
PST files typically reside on workstation hard drives or on removable storage devices. In any case, the PST file is unlikely to be backed up because most administrators do not backup workstation hard drives. This of course can lead to data loss.
2. There may be compliance issues
Every organization has sensitive data that they do not want leaked to the public. Sometimes this data is company confidential, and in other cases there may be regulatory issues describing the proper handling of the data. In either case, the use of PST files makes it far too easy for sensitive data to walk out the door.
3. PST files are prone to corruption
One of the big problems with PST files is that they are prone to corruption. The original PST file format had a 2 GB size limit, and corruption would occur if the file grew beyond its limit. Modern PST files are less prone to corruption, but can still be problematic. This is especially true for PST files that are stored in locations where they might be accessed by more than one user at a time.
Mx Record Syntax
4. They make e-discovery more difficult
Data that is stored in a PST file exists outside of the Exchange information store. As such, PST data is not analyzed when you use the native Exchange Server e-discovery tools. There are third-party e-discovery tools available that can analyze PST files (assuming that the tools have access to the files), but there is no question that the use of PSTs complicates the e-discovery process.
5. Network-connected PSTs are not supported
It was previously stated that PST usage can be problematic due to the fact that PSTs are often stored on workstation hard drives or removable media, and therefore do not tend to be backed up. Unfortunately however, Microsoft does not support storing active PST files on network shares. Placing an active PST file on a network share increases the odds that the file will become corrupted (at least that’s what Microsoft has always preached).
6. PST files are local to a device
Today it is common for users to access mailbox data from a variety of devices. They might access their mail from a PC while working at the office and from a smartphone while on the go. However, PST files are device specific. If Outlook stores data in PST files then the data will only be accessible using that copy of Outlook. The data will not be accessible to any other device that accesses the corresponding mailbox.
7. PST files only work with Outlook
Another disadvantage to using PST files is that they only work with Outlook. Mobile devices that attach to Exchange mailboxes using ActiveSync cannot open PST files. Similarly, Outlook Web App does not include any support for PST files.
8. PST files can be used to circumvent message lifecycle management policies
Some organizations put policies into place to regulate message lifecycles. For instance, an organization might automatically purge messages of a certain age. The idea is that once a message is old enough that the organization is no longer required by law to keep a copy then the outdated messages can be purged to keep them from being subpoenaed in the event of litigation. If a user stores old messages in a PST file then they have effectively circumvented the message lifecycle management policies. Doing so may eventually put the organization at risk in the event that the messages are ever subpoenaed.
9. Shared PSTs are problematic
I mentioned earlier that PST files were sometimes prone to corruption. One thing that is known to greatly increase the chances of a PST file becoming corrupt is sharing a PST file among multiple users. This is especially true if two users simultaneously attempt to open the same PST file.
10. PST files increase the cost of doing business
PST files have a tendency to increase the administrative burden. Administrators might be asked to discover PST files across the organization, or a user might ask an administrator to try to recover data from a corrupt PST file. In either case, there is a cost associated with the extra administrative effort. Likewise, there might be costs associated with data loss or inappropriate data exposure.