A personal folder is provided within outlook that may contain messages, forms, files etc. this personal folder helps you to organize your messages, for archiving emails/ messages as well as managing the volume of messages stored in your mailbox by dragging them to the appropriate personal folder.
Personal folder is often referred to as PST folder in outlook. There are various reasons why a user is compelled to create a personal folder in outlook. I have listed a few of them which are the most common ones. Apart from them, there might be many other situations a user can create and maintain PST folder based on the requirement.
The most important reason is to maintain the mailbox size; a user creates PST folder. A company provides a specific size to each mailbox based on the designation and business need. Mostly, if an exchange server has a capacity to accommodate 1 TB of mailboxes, the size is distributed among the employees accordingly. For example, if an employee is allotted 1 GB to his mailbox and each email item is of 1 MB size, then his mailbox can send and receive 1000 emails. When the number of emails exceeds 1000, the user won't be able to work with outlook. It stops functioning and error pops up saying mailbox size exceeded.
In the above situation, a user will have an option to create a personal folder and move emails from mailbox to PST folder. A PST folder is created and saved on network shared drive or hard drive of the user but it is mapped to the outlook. It would show up in outlook as an additional folder so that a user can drag and drop or move email items from mailbox to personal folder. Once an e-mail item is moved from mailbox to PST folder, it empties the space of that e-mail in the mailbox so that same space could be utilized by the user to either send a new email or receive one. Hence a user can move items from mailbox to PST folder and create space in the outlook to ensure smooth functioning of the outlook.
Second situation is when a user happens to create a PST folder is when he has to organize his email related data. Suppose a manager handling a team of a certain number of employees, it becomes mandatory for him to maintain each and every email communication sent or received to or from a member. That's when he can create a personal folder and names it as the name of the team member and moves all the emails from or to related to that member. Likewise, he can create each folder for each member in the team and maintain the email communication data.
Similarly, a user can also create PST folder with the names of his managers and leaders to maintain e-mail communication data. This way, users can create space in the mailbox and also maintain email data storage on the network drive. It's advisable to create and save a PST folder on network drive but not C drive to ensure data backup and recovery if it's deleted. Data lost from the drive can be retrieved from the server but hard drive or C drive in a user's computer.
Another situation can be if a user has to maintain email communication data without occupying space in mailbox is when he has to organize his work. That means, the work related data based on date, month, year, etc. a user can create a PST folder and move items based on date in the respective folders.
When a user has important updates, process flows and change notifications in the team to ensure adherence to the process flow guidelines, he can create a PST folder and move the items to it as and when he receives process change notifications. This happens in an environment when a process flow in a team keeps changing based on client need and market fluctuations.
A user can also create a PST folder and maintain his performance related data to use it at the time of appraisals. He can also create a folder to maintain friends and fun emails to read them during a stressful situation as they work as a stress buster.
Likewise, there are many scenarios when a user can create personal folders and maintain email data. A user will have an option to change the destination of all emails coming into his mailbox to go and sit in a personal folder of his choice by making as it "set as default."
Below, I have discussed steps on how to change the destination of emails to a personal folder in Outlook 2003 and 2010 versions. Likewise, I have written a lot of outlook related articles, issues encountered and resolution to same on Techulator. Please see the below link to know more about them. Below link has a lots of sub links for your convenience.
How to archive calendar items in Outlook 2003 and 2010
Please use the following steps for how to change the destination of all mails to the personal folder for outlook 2010 and 2003.
Step 1 – Click on File
Step 2 – Click on Info
Step 3 – Click on Account Settings and again click on Account Settings
Step 4 – Select Data Files tab
Step 5 - Select the personal folder that you would like to change the destination of all emails and click on Set as Default
Step 6 - Close and re-launch outlook you will now see all your emails coming to the personal folder which you have selected.
Step 1 - Click on Tools
Step 2 – Click on Email Accounts
Step 3 - Select the option View or change existing email accounts
Step 4 - Click on Next.
Step 5 - On the Email Accounts window, click on the drop down Deliver new e-mail to the following location to select the personal folder.
Step 6 - Select the personal folder that you would like to change the destination of all emails and click on finish; Close and re-launch outlook you will now see all your emails coming to the personal folder which you have selected.
This article like my other articles will help the users of different categories. People who are not good at technical knowledge and need the issue resolution without seeking any help of technical call center agent at work. They can use the simple and easy steps above to change the destination of emails to a specific personal folder.
On the other hand, technical helpdesk agents can use this article to provide instant service to their callers and get positive feedback to the survey. They can also enhance FCR by resolving issues at the first instance without routing ticket or remedy to higher support levels, thereby, can contribute a lot to team performance.
This article and the ones I wrote on Techulator are most frequently asked interview questions in MNCs like IBM, Accenture, Deloitte, FT, etc., for hiring candidates into IT Help Desk. So, the job seekers can make use of this article to prepare for interview questions.
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