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Welcome to Microsoft Outlook Tips & Tricks

How To Add, Close And Remove Data File In Outlook?


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By default data files are created automatically for each email account. Nevertheless, sometimes you may need to create additional data files for archiving, categorizing, etc. Here are some easy methods to help you create data files (.pst) and remove date files from navigation pane or Microsoft Outlook quickly.


Add A Data File (.Pst) In Outlook 2010 And 2013

There are a couple of methods to add or create data files (.pst) in Microsoft Outlook 2010 and 2013.

Method 1: Add a data file (.pst) by New feature

Step 1: In Outlook 2010 / 2013, click the New Items > More Items > Outlook Data File in the New group under Home tab. See the following screen shot:

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Step 2: In the popping up Create or Open Outlook Data File dialog box, enter the new data file name in the File Name box.

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Step 3: Click OK button to exit the dialog box.

Then the new created data file will appear in the navigation pane of Microsoft Outlook 2010 / 2013. See screenshot:

Method 2: Create a new data file (.pst) in Account Setting Center

Step 1: Go to the Info category under File tab.

Step 2: Click the Account Setting button, and go on to click the Account Settings item in the drop down menu.

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Step 3: In the Account Settings dialog box, click the Add button under the Data Files tab.

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Step 4: Now you will see the Create or Open Outlook Data File dialog box, and enter the new data file name in the File Name box.

Step 5: Click the OK button to exit the dialog box.

The new created data file appears in the navigation pane as a folder as soon as you finish these steps above.


Close Data Files From Navigation Pane In Outlook 2010 And 2013

You may create some data files in Microsoft Outlook, but now you use some of them rarely. So you can close these data files from navigation pane.

Step 1: Select the data file that you want to remove it from the navigation pane.

Step 2: Right click the data file name, and click the Close “My Outlook Data File(1) in the drop down menu.

NoteMy Outlook Data File(1) will change to the name of your data file automatically.

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Then the data file disappears from the navigation pane of Microsoft Outlook 2010 / 2013.

Note: After clicking Close “My Outlook Data File(1)”, when you get into the Data Files section in Account Settings, you will find the data file disappears from that too.


Remove Data Files From Outlook 2010 And 2013

If you want to delete the Outlook data file from Microsoft Outlook 2010 / 2013, do the following steps:

Step 1: Go to the Account Settings dialog box with clicking the File > Info > Account Settings > Account Settings.

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Step 2: Select the data file name in the date file list under the Data Files tab.

Step 3: Click the Remove button.

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Step 4: In pop up dialog box, click Yes button.

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Step 5: Click Close button to exit the Account Settings dialog box.

Now the data file is removed from Microsoft Outlook 2010 / 2013.


Add And Remove A Data File (.Pst) In Outlook 2007

Add a data file (.pst) in Outlook 2007

Step 1: In Outlook 2007, click the File > New > Outlook Data File.

Step 2: In the New Outlook Data File dialog box, select the Office Outlook Personal Folder File (.pst) item in the Types of storage box, and click OK.

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Step 3: In the Create or Open Outlook Data File dialog box, enter a file name, and click OK.

Step 4: Then you will see the Create Microsoft Personal Folders dialog box, it is up to you to set a password for the data file, and click OK.

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Close a data file (.pst) from Navigation Pane in Outlook 2007

Right click the data file you will close in the navigation pane, and click the Close “My Outlook Data File(1)” in the drop down menu.

By the way, the My Outlook Data File(1) will show as the name of selected data file.

Remove a data file (.pst) form Outlook 2007

Step 1: Click the Tools > Account Settings in Outlook 2007.

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Step 2: In the Account Settings dialog box, select the data file you will remove under Data Files tab.

Step 3: Click the Remove button.

Step 4: In pop up dialog box, click Yes button.

At last close the Account Settings dialog box. Then the selected data file is deleted from Outlook 2007.


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