How to Create Personal File Folders in Outlook

By Lori Kaufman

If you rely on emails to effectively communicate with your employees and provide updates and technical support to your customers, you need to manage these emails effectively, using Microsoft Outlook. In Outlook 2010, personal file folders are called Outlook Data Files. You can create new Outlook Data Files and use them to store and archive important emails directly on your hard drive. After you store the emails, you can safely delete them from the email service. Furthermore, archiving important emails on your computer prevents you from losing them in case you accidentally delete them.

Launch Microsoft Office Outlook 2010 and then select the "Home" tab, if it's not already selected.

Click "New Items" in the "New" group at the top, select "More Items" and then click "Outlook Data File" to create a new Outlook Data File.

Type a name for your new Data File and then select the folder where you want to store it. Click "OK" to proceed to open the Create Outlook Data File dialog.

Type a password for your new Data File and then click "OK" to create the file. You need to provide this password whenever you want to access the Data File.


In Outlook 2007, click "File," select "New," click "Outlook Data File" and select "Office Outlook Personal Folders File (.pst)" in the New Outlook Data File window to create a new personal file folder.


Information in this article applies to Microsoft Office Outlook 2010. It may vary slightly or significantly with other versions or products.