PST File Size Limit Solution

Previous version of Outlook is followed by “ANSI” file format that used binary values to store information and made PST file a non -Unicode data file. This data file had a hard weird limit i.e. 2 GB. With such file size limit, it became tough for a user to maintain their PST file.

Microsoft resolves this trouble in newer version of outlook by following “UNICODE” file format blessed with UTF-16 endian and 64 bit pointers. This overcomes the problem of 2 GB file size. In previous version (2003 to 2007), PST file size limit was widening up to 20GB while in latest versions (2010 and 2013), limit extends to 50 GB. But the main problem is still same when user starts to use newer version PST file in old version of Outlook because it is beyond the size limit defined by UNICODE file format

To resolve this problem, Microsoft provides several options to minimize the file size limits for Outlook data file.

1. By doing editing in Windows Registry
2. By reducing the size of PST file by splitting it in to small size PST files.

NOTE: To reduce the PST file size of newer version to open with older version, user has to export the data from reduce PST file to new PST file. Here are all steps to perform export operation:

Steps to export the data from reduce PST file to new PST file

1. In the first step, user has to start Outlook 2010. User can also start Outlook 2013 later but with a condition i.e. Outlook contains user original.pst file limit with 20GB file size.
2. Indicating on File menu click on info.
3. Move to Cleanup Tools and then
4. Hit on Archive and it will results in opening of an “Archive dialog box”.
5. After opening of Archive dialogue box do the underwritten changes:

• Open “Archive this folder and all subfolders and Enable” them.
• Now, user sees a list of all folders and will select the .pst file to archive.
• This will open a drop-down list of all Archive items.
• Now, user will select the date on the basis of items archived. Make sure user will select date on which maximum items are archived.

NOTE: Selection of date also depends on too many factors.

• Now, after performing all these steps, user has to archive the messages. To archive message, user has to select the path of destination .pst file.
• There may be condition user has to archive email messages in large amount. If true then it is advised to create a new.pst file.

Remarkable Point: To identify the age of an item Outlook (2010 and 2013), user should use the modified date on messages during the archive process. There is also possibility that archive process will not archive messages according to user needs.

In this situation, user is helpless as archive process will not work anymore to play down the Outlook data file size (.pst) to less than 20GB. What a user can do to minimize the size of outlook data file? User can perform splitting operation on .pst file. After completion of operation, move the messages manually from large .pst file to another .pst file. To save time in moving folders take on these steps:

Steps:

• Open large sized .pst file and destination .pst file in Outlook.
• Select the large sized .pst file folder
• Do right click on messages to migrate them to new small .pst file
• Now, Move folder
• After moving folder a “Move Folder dialog box” will appear
• Choose the destination.pst file
• Process is complete.

By using above mentioned steps, user can easily split large PST file in to smaller size PST files.

How to resolve Outlook Error “Can not create file”?

Outlook email user’s generally facing an error while opening and saving an email attachment in Outlook: "Cannot create file". The root cause behind this error is “Temporary Internet files folder”.

These files are saved on server just because of this, user is not able to do modifications in these files as they don't have administrator permission and result in error.

Error message:

To resolve this problem, Microsoft provides two options to user. Either user can download the software from website or user can fix the problem by their own.

Steps to resolve problem with the help of Microsoft:

It's a simple procedure to resolve the problem, user has to download the software's .exe file and run the file simply and must follow all the instructions present in the “Fix it Wizard”.

Remarkable Point:

• Instruction manual is provided in English. If user wants to follow different language then user can choose different languages.

• May be user is not able to download this software on system. Not to worry! User can save this software in any hard drive or CD and install software on the affected system.

Steps to resolve problem manually:

In this process to save temporary files Outlook will use folders entitle as:

“temp” folder. Problem can be fix by doing modifications in Windows Registry key. Remember while doing modifications in windows registry make sure user has a backup of their register because any wrong step will lead to re installation of Operating system.

For user's of Outlook 2000

• Open Registry Editor
• Now, Locate the registry key:
• After allocating registry key hit on underwritten link:

HKEY_CURRENT_USER\Software\Microsoft\Office\9.0\Outlook\Security\Outlook SecureTempFolder

• In case, if user's MS Outlook is configured with terminal server then use the following registry key:

HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows NT\CurrentVersion\TerminalServer\Install\Software\MICROSOFT\Office\9.0\Outlook\SECURITY\OutlookSecureTempFolder

• To modify or edit registry open the Menu and apply Edit Command
• After applying Edit command click on Modify
• Now, Enter the underwritten value:

Value data: Path and name of the folder that you want to use

• Now, Exit Registry Editor.

For user's of Outlook 2003

• Go to My Computer
• Targets drive C and do double click.
• Point to File menu click on New and then proceed for Folder.
• Give the folder a name as “temp0”.
• Come to start option
• Point to Start hit Run
• In the text box type text as regedit, and proceed
• Locate the registry key and Click OK:
• HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\Security\
• Now, open the right pane and do double click on Outlook Secure Temp Folder.
• Now. Open the field entitle as Value Data field
• Enter the following text: type C:\temp0\
• Close the Registry Editor and restart computer.

For user's of Outlook 2007

All above procedure is same for Outlook 2003. Difference lies between only Locations of registry. i.e

HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Security

For user's Outlook 2010

• Go to My Computer
• Target drives C and do double click.
• Point to File menu click on New and then proceed for Folder.
• Give the folder a name as “temp0”.
• Come to start option
• Point to Start hit Run
• In the text box type text as regedit, and proceed
• Locate the registry key and Click ok:
• Locate and then click the following registry key:

HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Security\

• Now, open the right pane and do double click on Outlook Secure Temp Folder.
• Now. Open the field entitle as Value Data field
• Enter the following text: type C:\temp0\
• Close the Registry Editor and restart computer.

Aforementioned steps will easily resolve the error. If the user still found the error then user has to contact Microsoft customer support to resolve the error.

Key factors that lead to MBOX to PST file conversion

Emails are considered as most simplified way of communication because of their speed, security, and robustness. In world of email application, there is lot of email application clients available like Thunderbird, Pocomail, Eudora, Apple Mail, Outlook and many more. Mostly users prefer email client which is easy to handle, free of errors & no need of technical expertise. Let’s discuss these email clients one by one: 

 

Thunderbird Email Application Thunderbird is the mail client designed by Mozilla. Thunderbird email application supports for MBOX file format expanded as mail boxes. These MBOX files maintain all messages associated with user’s profile in a plain text file

Pocomail Email Application: Poco mail was designed by Poco systems to work on Microsoft Windows system. Poco mail used their own scripting method to prevent spam. Pocomail does not provide support for JavaScript. File format supported by Poco mail is .mbx files. Default location for Pocomail files are:

C:\Documents and Settings\Administrator\Application Data\Pocomail\Mail

Eudora Email Application: Eudora mail client is designed to work on Apple Macintosh system as well as on Windows operating system. Additionally Eudora mail client has also support for Palm Operating systems. File format supported by Eudora mail client is MBX files.

Apple Mail Email Application: Apple mail was developed to work as a default email client with Mac OS. In apple mail separate .mbox files are generated to store different email folders. Apple mail does not support for calendars, contacts and Address Book

Outlook Email Application: Ms-Outlook email application is designed by Microsoft. The whole information of user profile along their mail boxes is stored in a PST file. PST is basically known as Personal Storage Table having a limit of 50 GB. Although size limit of PST file is depend upon the Outlook version used by user. PST follows the B-tree structure with 512 bytes nodes and leafs. Storage location of PST file is user’s hard disk. 

 

Most of us choose Outlook as our email application client because of its flexibility & supports all above points. 

 

There are some other reasons that force users to switch from MBOX file format to Outlook file format. Here, are few key points that are enough to explain the reasons behind conversion of MBOX file to PST file

Reasons that make User switch from MBOX file to PST 

 

File Structure: As I explained above all email applications have their own file format. PST file format is easy to understand as compared to other file formats such as MBOX, MBX file etc. Also MS-Outlook is easily available in Office suite form which can be downloadable from the site of Microsoft. MS-Outlook can also be used in both mode i.e. online mode as well as offline mode.

File Locking System: Thunderbird email application is introduced with a feature named as “file locking” feature. Although this feature adds more security to the user’s data but have a disadvantage too. This file locking feature is not compatible with other applications such as Lotus Notes File. To read a MBOX file in safe mode, user must lock the MBOX file as this file show corrupt message in case if file is unlock. This system is not supported by PST file.

Extensive Features: Outlook is bless with vast and extensive features like connectivity with social media profiles, Attachment reminder, User friendly interface, Support for Exchange account and many more features . Facility to create to-do-list and many more advance features that make user switch from MBOX file to PST file.

Saving multimedia file: One more advantage of using PST file is that PST files are capable of saving multimedia file whether this facility is not supported by MBOX files. 

 

PST File is easy to manage: It’s easy to use and store PST files as compared to MBOX files. The main difference lies in their structure as MBOX file is a single file concatenated all messages in form of a string. It becomes tough for user to sort out a particular message while this is possible in PST file because of its flexible file structure.

Change in Work place: One more common reason behind switching from MBOX file format to MS-Outlook mail application is change in work environment. MS-Outlook is common email application used by every organization so it is also consider as a key factor in changing email application client 

 

OS Support: MBOX file format does not support for Windows Operating system. We all are aware of fact that most of us use Windows operating system because of its user friendly interface. 

 

All above explained reasons are quite enough to explain why there is need to perform MBOX to PST. After reading above, user will surely search for an option to convert MBOX file to PST file. Let me aware user there is no direct method to convert MBOX file to PST. To convert MBOX file to PST file, user has to use third party tools. Check this presentation to know more about MBOX to PST file conversion:

How to convert MBOX file to PST? from aidajolley

 

Brief Introduction of Thunderbird Mail Application

Electronic mails are the fastest way of transferring information in every field. Although there are a number of email client applications available for sending and receiving emails. Every email application client has their own features. From the list of email application clients, I am introducing Thunderbird email application client. 

Thunderbird Mail Application: - Thunderbird mail application is a mail client designed by Mozilla. Basically it’s an open source cross platform used as newsgroup, newsfeed, chat purpose and for sending and receiving emails. Along with POP and IMAP, Thunderbird also supports for LDAP account (Lightweight Directory Access Protocol) that is an additional benefit. Moreover Thunderbird also supports for different operating system that is another great advantage for user. List of Operating Systems on which Thunderbird is operated i.e.

• Windows
• Linux
• OSX
• Open Solaris
• Free BSDOS/2 and ecomStation

Default location of Thunderbird in Windows Directory is:

• For users of Windows 2000/XP/2003:

C:\Documents and Settings\[username]\Application Data\Thunderbird

• For users of Windows NT

C:\WINNT\Profiles\[userName]\Application Data\Thunderbird

• For Windows 98/98SE/ME

C:\Windows\Application Data\Thunderbird

NOTE: Run windows on default "C:\" drive or partition

• For Mac OS X
• ~/Library/Thunderbird/Profiles/xxxxxxxx.default/.

For user of Linux

• Linux/UNIX~/.thunderbird /xxxxxxxx.default/.

Mail Messages Format of Thunderbird Application:

Mozilla Thunderbird files are stored in profile folder associated with user profile. User’s mails are stored in mail folders in the MBOX format. To find these mailboxes, user can open their profile folder

The profile folder contains all configuration files of Mozilla Thunderbird. To find out the location of mail, follow these steps:

1. Point to Tools menu apply command entitle as Settings.
2. Now, select the desired account.
3. Open option entitle as “Server settings”.
4. Folder named as “Local directory” will open.
5. Now, copy the information you receive from the Local directory and paste it in to the Windows Explorer.

By using these steps, user will able to see their mail folders

Thunderbird supports for three types of mail format. File Format that are supported by Thunderbird are:

• Mbox
• Mork
• Sqlite

Let us discuss in brief about the MBOX file format which is of common use.

MBOX FILES:

MBOX files are basically collection of all electronic mails present in a mailbox. These files contain all mail messages in form of a single plain text file. In MBOX files, all messages are concatenated in a single file in form of string. These messages start with a line consist of five letters i.e. "From" and followed by a space in sender's e-mail address. To append the message with other mail, a blank line is added at the end of every message.

Modified Formats of MBOX Family: Mbox files are associated with four types of formats i.e

• mboxo,
• mboxrd,
• mboxcl,
• mboxcl2.

Example of Mbox file

From MAILER-DAEMON Sat Aug 12:08:34 2012

From: Aida <aida@demo.com>

To: amanda < amanda @ demo.com>

Subject: Demo message

Body of the message

>From()

How to configure your mail

From MAILER-DAEMON Sat Aug 12:08:34 2012

From: Aida <aida@demo.com>

To: amanda < amanda @ demo.com>

Subject: Demo message part2

This is the second body.

Location of thunderbird files i.e.

Here tilde character (~) indicates to Home Folder of current user

Supporting Clients for MBOX files are:

Supporting clients for MBOX files are Thunderbird, Eudora, Apple mail, Entourage, Mac Mail, Spice bird, Pocomail. The main reason behind popularity of MBOX file is their email structure that is in text form. These files can be read easily by using text processing tools and also help in saving email messages. 

 

I hope after reading above article, user is aware of Thunderbird application and file formats associated with them.

All about Outlook Express Stationary

Messages plays a vital role in every field either it’s a business field or an IT firm. Most of us choose emails for safe and secure mode of communication and if, I talk about email Outlook Express is my favorite email client because of its ease and simplicity. It provides user various options to send emails using files like images etc. This make message more attractive and informative. 

 

              To make message more attractive user can use default images available in the folder named as ‘Stationary folder’. Moreover, user can add more images to this folder by following its manual procedure. Let me discuss in brief about this folder: Stationary is a message template created by using images, colors etc for outgoing emails. Message created by using stationary provides user more options to adjust the Settings of their message like Font settings, text color and position etc. This folder is located on underwritten address

Location: C:\Program Files\Common Files\Microsoft Shared\Stationery

In this post I will describe all steps to

• Configure default stationary folder
• Create stationary folder
• Add signature automatically using stationary

Snapshots to Configure default stationary folder

For user’s of Outlook Express6

1 Open Outlook Express email application

2 Now, head towards Tools menu do click on Option

3 After clicking on options chooses compose tab from the option provided. It will display a window as shown in figure below:

4 After clicking on compose enable the checkbox entitle as ‘MAIL’ and click on ‘SELECT’ button as shown in fig

User can also choose option News:

5 From the Select Stationary window select stationary you want to use and click ‘ok’

 

6 Now, again click ‘OK’ and your default Stationary folder is configured

Use can also create stationary according to their use. I am sharing steps to perform such types of action: 

 

Snapshots to create stationary

1 Open Outlook Express email application and target Create Mail 

2 Now, select the drop down menu placed just next to Create Mail button. It will display a list and select Stationary option from the list

3 Now, user will see a interface entitle as Select Stationary . Select the button Create New from the interface and proceed

4 Welcome screens will appear and wait till this screen load and click on Next Button

5 After clicking on Next button a ‘Stationary Setup wizard’ will open asking for parameters (picture tile, position, color etc) to be set. After seeing preview proceed to ‘Next’.

6 Now, user can select Font setting for their mail by selecting appropriate option from the list and proceed to NEXT

7 After complete settings Stationary Setup will ask for file name. Enter the desired file name and target Finish button to complete the process

8 Stationary created is added to Stationary Folder with the name used to create , Hit ‘ok ’ to proceed

9 Now, user can use created stationary to compose mail as shown in figure below

Snapshots to add signature automatically using stationary in Outlook Express

To add more clarity to your message user can also send their business card automatically in their emails in form of signature. Do follow the following steps to perform this operation:

1 Head towards Tools menu do click on Option

2 After selection of ‘Signature’ tab enable the check boxes to create new signatures and user can also edit their signature using this option. Click ‘ok’ to proceed

3 Enter the text in the ‘Edit Signature’ box and proceed. Click ‘ok

4 ’Now, compose mail user will see automatically signature will add while sending email

I hope information provided above will help you in conveying information to user more smartly.