While backing up the PST files used by Microsoft Outlook to store all relevant data is a good idea, over time it may take longer and longer to back up the file. We look at how by archiving old data and backing up only the most needed data, we can speed up the entire process.
One of the most popularly used email client is undoubtedly the Microsoft Outlook application and the file format it uses to store all the important Outlook data is the Personal Folder file or the PST file. If you are using Outlook not just as an email client, but also as a personal management software, then you can be certain that all the data regarding appointments, your contact list, your tasks, notes, and journal entries are again stored in the PST file. Not surprisingly then, PST files are regarded as very valuable files since they store important and often confidential user information. It is important to know how to safeguard this information stored in the PST file and to carry out a PST repair if any problems arise.
Most users may not realize that backing up the Outlook data can be so important. After all, you are using Outlook on a daily basis, receiving and sending emails, making appointments, adding to your list of contacts, jotting down notes and many more tasks. It is not difficult to imagine that the PST file is updated to a very large extent almost daily. It is therefore crucial that the PST file is backed up at least weekly, if not daily as some experts would recommend. Only then can you be sure that you will not be losing any important data even if your main PST file were to become corrupted and you had to carry out a PST repair using the back up files.
However, it is also not hard to imagine that with so many messages, appointments, and other information being stored in the PST file, that the file will soon become very large. Backing up will then take longer and longer either preventing you from doing any other work or at the very least slowing you down. The best alternative to such a situation is to archive the mails, past appointments, notes, and other such data that are not immediately required. This archive (also stored as a PST file) can be backed up on a weekly basis while the main PST file that contains all the current data can be backed up on a more regular basis.
Archiving data not only helps reduce the size of the PST file, making taking back ups that much faster but it also eliminates the possibility of the PST file reaching the 2 GB limit that some Outlook versions have. Once the PST file reaches the 2 GB limit, it gets corrupted almost instantly and only an advanced tool such as DataNumen Outlook Repair from DataNumen can possibly help in carrying out a PST repair. This tool can handle fairly heavy PST files and will help restore all the data including mail messages, appointments, contacts, notes, tasks, etc.
By using the combination of archiving all old Outlook data and keeping the PST file size to the optimum, you can not only improve the performance of the Outlook application but you can certainly protect the email data stored in the PST file.