One of the new great features in Outlook 2010 is the added support for Email Database files. Making it easier to use different database (PST-file) for each email account. When you setup a new account you can choose whether to use the existing PST-file or create a new one. With this functionality comes another great feature. I have archived PST-files from way back which on occasion prove invaluable – In order to use these files I have always added them to an existing account. The result is a large email account which is tough to handle (for me and my computer).
The good news is that you can add the existing PST-file to Outlook without connecting it to an account.
Why would you do that ?
Well, if you are searching for an old email, you can easily connect Outlook to it, searching through the file without all the hassle of setting up an account with usernames, passwords etc. Then remove it or just let it sit in the account list until the next time you need an old email. Another usability that pops into mind would be to have a joined email account for your company, home etc. that everyone can read incoming emails from without downloading it on just one computer. Then everyone with access to that file will see incoming emails, appointments and calendars while sending emails using their own account. A quick solution for those of us who doesn’t have Microsoft Exchange.
In this example I’m using Outlook 2010, but you should be able to do this in earlier versions as well. Especially 2003 and 2007 editions.
- Open Outlook and click the Yellow FILE tab
- Choose Account Settings
In the Account Settings window, click the Data Files Tab, then Click ADD
- In the dialog window, choose your PST-file then click OK
- Back in the Data File view you should now see the new (or old) file in the list
- If the old file was password protected, highlight it and click Settings. In the new dialog window you can set which password to use.
- When Done, Click Close
You should now see a new entry in the Email list on the left side of your screen. Expand the view by clicking the little arrow to get access to all the information.