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Microsoft® Outlook® 2007 Bible by Peter G. Aitken

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Chapter 18. Working with Outlook Folders and Data Files

IN THIS CHAPTER

  • Understanding Outlook files and folders

  • Outlook data files

  • Working with folders

  • Working with groups and items

  • Setting folder and file options

  • Using the search folders

  • Using Favorite folders

  • Using the Deleted Items folder

  • AutoArchiving Outlook items

  • Backing up Outlook data

Outlook stores all its data in one or more files on your hard disk (with the exception of certain Exchange account configurations). Within those files, some items are organized into folders. To use Outlook with maximum efficiency, you may want to know how to work with these folders and files.

You should be aware, however, that most users never need to be concerned with Outlook's files and folders—the default arrangement is just fine for their purposes. I recommend that you do not change Outlook's file and folder settings unless you have a real need to do so.

Understanding Files and Folders

All computer users are familiar with the idea of a file. It's a unit of storage on a disk that contains data, such as a word processing document, a spreadsheet, or a digital photograph. Outlook uses files to store all its information, ranging from email account settings and user options to all its email messages, appointments, tasks, and other items. In fact, Outlook uses a single file called an Outlook Personal Folders file to store just about everything.

Most computer users are also familiar with the concept of a folder (sometimes called a directory). Folders are used ...

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