PST File Tips that will Boost Your Email Productivity.
PST File or personal storage table is an essential computing file format within Microsoft software like Microsoft Outlook, Windows Messaging, and Microsoft Exchange Client. It helps store copies of calendar events, messages, etc.
It is an important part of virtually all email programs, as it is a database file containing every bit of information about your inbox, including personal data, messages, notes, and so on. A PST file can grow in size by the day, but it will not expand indefinitely. Here are some PST-file tips that will boost your email productivity.
1. Keep Your PST Files Small
Typically, big PST files tend to slow down your computer, including email messages, when they are opened. In addition, since most email programs cannot access the data within a large PST, it makes them very hard to search.
It is still a good idea to have a backup of your files in case you need it. It is also necessary to keep your inbox clean by deleting old entries and emptying the “Deleted Items” folder once in a while. It will help you save time and keep your inbox organized.
Creating several PSTs will also help you make your email productive as it will make searching much easier. You can achieve this by dividing your emails into different folders under separate PSTs. Be sure to keep your PSTs about 10 GB for newer Outlook versions.
In case you are subscribed to big mailing lists, make sure you check the “Junk mail” folder for any spam mail that might have slipped into your inbox. Also, you can use an automatic spam filter to make sure the junk doesn’t get into your inbox in the first place.
2. PSTs Security is Key
PST is not a very secure file format, and it is always advised to keep it as safe as possible. To protect your PST files:
Using encryption will help you minimize the chance of your PST files getting hacked and help ensure that no unauthorized person can get access to them. For example, you might want to use the built-in encryption feature offered by Microsoft Outlook.
Create Strong Passwords
Another important tip is to make your password strong and a bit complex. If you want to be even safer, you can choose to use a Microsoft Outlook password.
That way, you can strengthen the security of your files even more. You can also consider changing your master password at least once in a while to keep your data more secure.
Keep Your Computer Safe
One of the best things you can do to protect your computer from external threats is to install and regularly update antivirus software on it. Another way to keep it safe is by installing a firewall. This will greatly minimize the risk of any malware or virus getting into your PC, making it more difficult for any malicious third party to access your crucial data like PST files.
3. Keep Track of Your PSTs
Another helpful tip is to use a folder monitoring program. You can use this to monitor your folders, including PST files, for data retention. This is not only very helpful but will also help you keep track of your important files regularly. PST technology allows you to keep a copy of your emails and other data, so use this to your advantage. It will allow you to make even more space on your PC and delete files that you don’t need anymore.
4. Fix Corrupted PSTs
Sometimes data corruption happens for no particular reason, which can make your data inaccessible. You might even accidentally merge a PST file with another PST file, thus losing track. And sometimes, you might have accidentally deleted some important data in your PST files when you reformat your computer.
When this happens, it is very hard to retrieve such information from the damaged files. In these cases, data recovery services are very useful for recovering your essential data from corrupt PST files. You can also consider creating a weekly backup of your PST files to avoid data loss.
5. Use Reliable eDiscovery software
Electronic discovery or eDiscovery software is an effective way to manage and search through the millions of electronically stored information in your mailbox. This kind of program helps you collect, analyze and manage your emails easily. You can use it to back up all of your PST files at once and have them stored in a secure location.
The good thing about this software is that it can also help you eliminate and sanitize unnecessary PST files. You can also use it to search for specific information inside the PST file and even remove any sensitive information before sending the PST file over to anyone else. This will keep your data safe from third parties while making sure they are still accessible to you at any given point in time.
PST file tips can help boost your email productivity. However, it might be a good idea to change your default PST file once in a while so that you do not have to worry about it getting damaged or corrupted in any way.