I wanted to Compact my Outlook data file but I do not have a backup I trust!

For those who wrote in about not having a way to make sure their Outlook data file has been backed up, I have GREAT news.

There are lots of backup programs out there to help with this and these programs may be the subject of a future post if enough people request it.

Let's stick with something basic for now. One way is to use Outlook itself to export all of it's data files to backup files located on a backup storage unit (A Flash Drive, USB Drive etc.... Just make sure there is enough room to hold the backup). The other way is to download and install a FREE Outlook add-on provided by Microsoft.

If any of you have any difficulty in following these instructions, please, by all means do consult with an IT professional. This POST is intended for those who do not already have a reliable and complete backup solution in place for all of your data, including your Outlook data file(s).

All this process will do is backup your Outlook data files, also known as the Outlook PST files (The PST stands for "Personal Storage Folder. All Outlook main data files end with the .pst extension)

Creating a backup file using Outlook's built-in export function, Just follow this simple click by click set of abbreviated instructions. Make sure you have your external storage device connected. You may also want to create a folder on your backup device to hold the backup data.

1. Open Outlook
2. Click on "File"
3. Click on "Import and Export"
4. Click on "Export to a file"
5. Click on "Personal Folder File (.pst)"
6. Select the folder you want to export from, start with Personal Folders
7. Click Next
8. Browse to the backup folder you created earlier name the backup file name.
9. Click Finish

And voila. This process can take time to finalize if your Outlook files are large so be patient.

Backing up your Outlook data using the FREE Microsoft Outlook Backup add-on:

1. Close Outlook
2. Download and install the add-on from Microsoft Follow this Link.
3. Read up a little on the subject. Follow this link.
4. Open Outlook and click on "File"
5. Click on "Backup"
6. Click "Options"
7. If you want to be reminded check "Remind me to Backup every" and select the frequency in days.
8. For each Data File selected for backup, browse to the backup folder and name the backup file
9. Click "OK" once you have configured the backup for each Outlook data file selected (You probably have two but could have more. One what be your main file, the ather would normally be your archive data file.
10. Click "Save Backup" and read the Notice
11. 
12. Exit Outlook and your backup is automaticcaly created, overwriting and older files that may already exist... so be careful OK.

One Open Source (FREE) file backup solutions you could check out is Snap Backup, Just follow this link . The product is open source and FREE. I don't own the company nor can I be held responsible for it's use, so, as always be careful how you use it.

This is only one of many free and paid for utilities out there. If you want to hear about more options, let me know and we will see what we can do.

Consult a professional if you own a business and or have a lot of data you care to protect. It would be tooting my own horn but I think GEEKS UNLIMITED is a great choice for MAKING sure. Just follow this link.

The Snapshot Backup utility is relatively easy to use but may be beyond your abilities since you have to choose your outlook data file location and name, amongst other things. This Youtube Video might just help.

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My Outlook Database is Too Large! Part 2

Wow... Talk about anticipation and I think I may have hit a nerve.

For all of those who asked the question: "Archiving Outlook emails is NOT the same thing as Compressing the Outlook database." I think I should have been much clearer on the subject line. A better word might have been Compacting rather than compressing.

Basically, every time we delete an email or other Outlook items and then purge the Deleted Items folder, the Outlook becomes cluttered with Blank Spaces where the deleted emails once were located. Over time, these blank spaces will take more and more room on your hard drive. Eventually, the sheer size of your Outlook data file will slow down Outlook.

So how does a person compress (Compact) his Outlook data file?

Before we get into that, just a few precautions.

• Make sure you close other running programs, except this blog
• Make sure you have a regular backup of your Outlook data file
• Give yourself time, Compacting a data file can take time to finish, don't interrupt the process

In Outlook 2003 and 2007, there are several ways of going about this. I will concentrate on a 7 click process which is common to both versions. Screens will be a little different but indicate the same markers. These steps come from my Outlook 2007 version. Close your other applications and open Outlook.

1. Click on "Tools"
2. Click on "Options"
3. Click on the "Mail Setup" tab
4. Click on "Data Files"
5. Click on the data file you wish to compress (Main one is "Default")
6. Click on "Settings"
7. Click on "Compact Now"

There you go ... Or, just follow the instructions in the following video.

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"There is no road to happiness, Happiness is the road!"

My Outlook Database is too large!

If you use Microsoft's venerable Outlook for email, scheduling etc.... you may have wondered why, in spite of your regular deletion of old emails and appointments, your data file continues to grow?

Yes, you have purged your Deleted Items folder. Yes, you have archived older items. Of course you have.

So why does the Outlook data file continue to grow in size, slowing down Outlook and my important work?

When was the last time you compressed your Outlook data file? Let me guess, you have no idea what I just said.

Over time, your Outlook data file grows and grows in spite of the fact you delete emails and purge your deleted items folder. The emails may be gone but the space they occupied in the database is still there. We will call this space "Blank Space". Compressing your Outlook data file gets rid of all this "Blank Space", something you should do on a regular basis.

I have seen clients whose Outlook data files were compressed to a quarter of their original size using this Outlook data file compression technique.


Food for thought eh! The technique will be explained in my next post. Check this out in the meantime.