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How to Add, Close and Remove Data File in Outlook?

Avatar Pooja Awana Updated On - 02 Jun 2020

Over the years, Microsoft Outlook has become an important part of our daily routine. We can send/receive emails, save calendar events, create tasks, meetings, journals, and much more. All this data is stored by default in data files that are automatically created by MS Outlook email client.

Although Outlook data files contain complete mailbox data and many times these files are used to create additional data files for different purposes like categorizing, archiving, backup, etc. Do you know how to add Outlook data files? Here are some simple methods that will guide you to create data files (PST), remove data files and close them successfully.

What all is there in a PST file?

As we all are familiar with PSTs and working with them, we might know that it is a Personal Storage Table that contains all your information related to Outlook. But many of us are still not aware of all of the components of a PST file. Let’s know what all is there in a PST file:

  • Inbox: Where you receive all your incoming emails.
  • Outbox: It is a folder where all your sending emails are held temporarily until they are sent without any issue.
  • Sent Items: A folder where all your sent emails are stored.
  • Drafts: A folder where all your incomplete or unsent emails are stored to resume working with them later.
  • Deleted Items: A folder where all your deleted items (not just emails) are held for a fixed period of time.
  • Junk Email: A folder where all your spam and junk emails land.
  • Search Folder: A virtual folder that contains all the emails in categories depending on the search criteria.
  • RSS Feeds: This folder contains all the latest feeds you have subscribed to.
  • Calendar: A calendar is used for scheduling and creating appointments, meetings, events etc.
  • Contacts: Here you can save all your contacts with their names and email identities for quick access.
  • Tasks: Here you can create tasks and keep tracking them until they are done.
  • Notes: Notes are the quick reminders of some certain things that you can make without interrupting your email flow.
  • Journal: A feature that can track your work activities during your working hours.

So, this is a detailed list of what a PST file holds. You can always have multiple PSTs for different purposes or to just separate your data.

  1. Add PST File in Outlook 2016, 2013 and 2010

  2. You can add or create PST file in MS Outlook 2016, 2013 and 2010 through different methods. The methods are mentioned below to help you perform the task successfully.

    Method 1: Add PST file with New Items:

    STEP 1: Start any version of MS Outlook 2016, 2013 & 2010.

    STEP 2: Click New Items >> More Items >> Outlook Data File, see the following screenshot for better understanding.

    Add PST file with New Items

    STEP 3: A dialogue box will appear, you can Create or Open Outlook Data File and enter a new name of the data file in the File Name field as per choice. Click OK and the newly created data file will appear in the left pane of Outlook 2016, 2013, & 2010.

    Create or Open Outlook Data File

    Method 2: Create a New PST file in MS Outlook

    STEP 1: Start MS Outlook, click File >> Info >> Account Settings.

    Account Settings

    STEP 2: Click Account Settings and choose Account Settings from the drop-down options.

    choose Account Settings from the drop-down

    STEP 3: Choose Data Files from the menu and select the Add button.

    You can add an existing Outlook data file from your local machine or you can create a new data file using the File Name field.

    Click Close button after you have added the file.

    Choose Data Files from the menu and select the Add button

  3. Close PST File from Outlook 2016, 2013 and 2010

  4. You can add multiple data files in your Outlook profile whenever you want to access the data of any backed-up file stored on your personal machine. After, getting the required information, the data file is no more required, hence you can consider closing the file from the left navigation pane so that your Outlook profile is uncluttered.

    To do so, follow the simple steps to close Outlook data file from 2016, 2013 & 2010.

    STEP 1: Open MS Outlook and select the data file you want to close from the left navigation pane.

    STEP 2: Right click on the data file and click Close “Outlook Data File” from the drop-down list.

    lose Outlook Data File width=

  5. Remove PST File from Outlook 2016, 2013 and 2010

  6. Sometimes, you want to remove the data file completely because it is not required anymore. Use the below steps to remove the data file:

    STEP 1: Start MS Outlook, go to File >> Info >> Account Settings >> Account Settings

    STEP 2: Select the desired data file that you want to remove and click Remove button. From the popped-up dialogue box choose Yes.

    Remove PST File from Outlook 2016

Final Words:

All the methods are easy to perform and do not require high technical skills. Also, if you face corruption issues with the saved PST files or due to some reason the file is not accessible, you can repair and recover corrupt PST file using the third-party tool – Kernel for Outlook PST Repair. The tool offers veracious features that efficiently recovers complete data from any corrupt PST file.

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