Outlook 2000-Converting OST to PST

[Don79]

Hi,
I want to convert all users who have their mailbox information stored on the server to now have it stored locally on there machines. In other words, I want to convert the outlook.ost's to outlook.pst's, WITHOUT losing any previous information in the inbox, outbox, contacts, calendar, etc. What is the way to do this?
Thanks!

 

[joegz]

What you really want to do is change the delivery from the MAILBOX on the Exchange server to the clients Personal Folder in Outlook. You will change this under TOOLS - SERVICES - DELIVERY. This removes all the data from the Exchange server and downloads it to the clients personal folder.

The OST (offline folder) would have no part on what you want to accomplish. joegz
"Sometimes you just need to find out what it's not first to figure out what it is."

 

[Don79]

So are you saying that when I change the delivery to "personal folder", all information stored in her contact list, inbox, outbox, etc will then be automatically downloaded to her personal folder? The reason I am asking is because I had tried this method with another client before. Now he has 1 personal folder and 1 server deal. The information never got downloaded to his personal folder(only the inbox e-mails did actually)..so half is on the server and half is local in his personal folder. It's a confusing situation.

 

[joegz]

My bad...you are correct that only the mail gets downloaded. (I forgot about that, sorry). What you have to do for the other items like Contacts and Calendar is to move the data using the COPY fucntion manually.

When you set the delivery to the local PST folder (I am using the calendar as an example) it should create a blank calendar in the personal folder. You then have to click on the calendar on the server. Click on the calendar and change the view to a table view such as BY CATEGORY. Select one of the calendar appointments so it is highlighted and then click on EDIT - SELECT ALL. Then use the function EDIT - COPY TO FOLDER (or MOVE TO FOLDER) and select the folder on the personal folder to move the data.

Basically it is a manual process for the other components other than mail.
joegz
"Sometimes you just need to find out what it's not first to figure out what it is."

 

[Don79]

No problem. So for example, I should go inside the inbox, deleted items, sent items, etc and copy and paste into the same folders in personal. Gotcha! Now, whenever she sends out a mail or deletes a mail, etc..only the folders under personal will be modified right? Or do I have to do something else..thanks!

 

[Dreamboat]

Joe's right about the OST thing.

What you MIGHT want to do to make it one easier task, have the user:

1. Select Outlook Today (or their mailbox).
2. Go to File-Import and Export.
3. Choose Export to an external file.
4. Choose Personal folder file.
5. Give it a name, tell them where to store it (network drive?).
6. Export the file.
7. Go to Tools-Services.
8. Hit the Add button.
9. Choose Personal Folders.
10. Choose the PST file they just created.
11. Now, they can just delete all items from those other folders.

I've seen too many heartaches of people dragging stuff. Just spent close to an hour yesterday helping some woman find all the personal folders she created out of folders such as deleted items, sent items, etc., because she couldn't figure out how to drag properly, and couldn't figure out where they went when she "dropped" them.

If you DO give them instructions to move them, might I suggest you tell them to highlight them, then right-click and choose Move to "foldername".

http://www.PiersonTech.com

dreamboat@nni.com
Brainbench MVP for Microsoft Word

 

[joegz]

The inbox you should not have to move anything as that is the only one that will download when the delivery method is changed.

Yes to your second question that only the items in personal folder will from that point forward will be the only area where new data will post.

As a recommendation I would make sure that the users practice some sort of backup method of their PST files if the files are going to be on a local drive. That is unless you have some automated backup method for local drives already. joegz
"Sometimes you just need to find out what it's not first to figure out what it is."

 

[Don79]

Thanks for the information guys. Actually, a secure backup is my main reason for wanting everyone to have PST files

 

[Don79]

Thanks for the information guys. Actually, a secure backup is the reason I want everyone to have PST files

 

[Dreamboat]

Don: A secure backup of the exchange server is a far more efficient method.

http://www.PiersonTech.com

dreamboat@nni.com
Brainbench MVP for Microsoft Word

 

[Don79]

I agree. Actually I have had this discussion with Joe in a previous thread. I do not have a firm grasp of OST management.

Someone had mentioned to me that the information is stored in a file called priv.edb or pub.edb? I checked the size of priv.edb and it is 900 MB and last accessed Dec 6, 2001. That size is way too small, as one of our clients has a mailbox around 600 MB. Also, I dont understand why the last access date is 2 weeks ago?

Also, these files never backup correctly as the exchange server must be shut off to do so.

Doing a local search on a client's machine for the OST files brings up files in the KB range.

Do you guys know any "detailed" articles on OST's and managing them? All the ones I have read are too general.

Thanks.

 

[Dreamboat]

You may want to check out

http://www.slipstick.com.

They've got info on exchange server that most of us software gurus aren't aware of because (I suspect) we're mostly client-side people as opposed to administrators. I believe too that we have a "real" Outlook forum.

Perhaps you *do* need to understand OST files. Forget about them. Here's the scoop on them: If I have a laptop that I take home and do work on at night, I will set up synchronization of the exchange server files to my hard drive. These are OST files as opposed to PST files. OST files are only created by synchronizing. I can work all night, send messages and let them sit in the outbox, then go to work, dock my laptop, and synchronize. All of my messages are then emailed out of the outbox, blah, blah. Don't confuse these with server-side folders. I don't know diddly about server-side folders, tho, so I can't help there. YOu should go to the Exchange 5.5 server forum at forum10 (there's also a 2000 version).

http://www.PiersonTech.com

dreamboat@nni.com
Brainbench MVP for Microsoft Word

 

[Don79]

Thanks for the explanation on OST files. I will also try the Exchange 5.5 forum.

 

[Dreamboat]

Do you know? Just reading another post in *another* tech site. Two people mentioned the "learn exchange in 10 minutes" book. There's a whole bunch of those books. Sams? I think so. Anyway, they both raved about how much they quickly learned from it. I'm not much of a pusher of books and always thought those kinds were junk, along with the Dummies books, but that's unfair because I've never read any of them. So, perhaps it's worth a shot. Good luck. And happy holidays!

http://www.PiersonTech.com

dreamboat@nni.com
Brainbench MVP for Microsoft Word

 

[Don79]

Hmm in 10 minutes would be amazing LOL
I will check it out at the bookstore..
Hope you had a great Christmas!