Outlook 2016 — PST Creation, Moving Emails & Backup Guide 📦📩

Simple, safe & step-by-step instructions for office users, students & business professionals.

A PST file (Personal Storage Table) is an Outlook file used to store emails, folders, contacts, calendar, tasks & notes on your computer. It’s commonly used for backups, archiving & transferring emails between devices.

🆕 1. Create a New PST File in Outlook 2016

• 1️⃣ Open Outlook 2016
• 2️⃣ Click File (top-left)
• 3️⃣ Select Account Settings → again Account Settings
• 4️⃣ Go to the Data Files tab
• 5️⃣ Click Add…
• 6️⃣ Choose a safe location (Documents recommended)
• 7️⃣ Give a name → Example: Outlook Backup 2025
• 8️⃣ Click OK

✅ PST now appears in Outlook’s left folder panel.

📤 2. Move Emails into PST (Manual Method)

• 1️⃣ Select Inbox or any folder
• 2️⃣ Highlight emails you want to store
• 3️⃣ Right-click → Move → Copy to Folder
• 4️⃣ Select your PST file
• 5️⃣ Click OK

✅ Useful for organizing by year, project, client, etc.

🖱 3. Quick Method — Drag & Drop

Simply drag emails or folders from your Inbox into the PST folder.

✅ Easy & fast for bulk moving.

📆 4. Auto-Move Old Emails to PST (AutoArchive)

• 1️⃣ Go to File → Options
• 2️⃣ Click Advanced
• 3️⃣ Under AutoArchive → Click AutoArchive Settings
• 4️⃣ Choose “Clean out items older than” → e.g., 6 months
• 5️⃣ Select Move old items to → choose PST
• 6️⃣ Click OK

✅ Best for offices with large inboxes.

📦 5. Export Emails to PST (Backup Method)

• 1️⃣ Click File
• 2️⃣ Select Open & Export
• 3️⃣ Click Import/Export
• 4️⃣ Choose Export to a file → Next
• 5️⃣ Select Outlook Data File (.pst)
• 6️⃣ Choose Inbox or entire account
• 7️⃣ Select save location → Next → Finish

✅ Creates a complete email backup.

📥 6. Restore or Import PST to Another System

• 1️⃣ Open Outlook 2016
• 2️⃣ Click File → Open & Export
• 3️⃣ Select Import/Export
• 4️⃣ Choose Import from another program or file
• 5️⃣ Select .pst file
• 6️⃣ Choose Do not duplicate items
• 7️⃣ Select folder to import into → Finish

✅ Inbox, folders & structure will reappear.

📍 7. Where PST Files Are Stored

Default path in Windows:

C:\Users\YourName\Documents\Outlook Files

✅ Always keep PST in a safe & backed-up location.

💡 8. Smart PST Usage Tips

✅ Create yearly PST files — ex: 2023, 2024, 2025 ✅ Don’t store PST on Desktop or Downloads ✅ Close PSTs you no longer need — improves speed ✅ Keep PST under 10–15GB for performance ✅ Always backup PST before formatting PC ✅ Store PST on external/office backup drive

🔐 9. Protect PST with a Password

• 1️⃣ File → Account Settings
• 2️⃣ Data Files tab → select PST
• 3️⃣ Click Settings
• 4️⃣ Click Change Password

✅ Prevents unauthorized access to emails.

🛠 10. PST Not Opening or Corrupt?

Use Microsoft’s built-in repair tool:

SCANPST.EXE Located inside Outlook installation folder.

✅ Repairs damaged PST files safely.

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