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Under no circumstances should you have a single .pst file open in more than one location – do not use this as a method of sharing archived messages with other users. You will corrupt the file as soon as any data is written to it.

A .pst file is a file containing items from Outlook – these can either be calendar items, mail items, tasks, or a mixture of each. They are sometimes called Offline Emails because they are a store for messages that aren't on the Exchange server. There are two ways to open a .pst file in Outlook – if it is only temporary then you can simply open it, pick the message that you want to print or forward, and then close it again. If you are going to be working with the messages every day or archive old messages automatically then you will want to connect the .pst file to your Outlook profile. Pick the relevant method from the list below:


Open .pst file temporarily

  1. Click File, Open, and select Open Outlook Data File from the menu.
     
  2. Navigate to the folder where the .pst file is stored, select it and click OK.
  3. The contents of the .pst file will now appear in your sidebar. 

Connect .pst file to Outlook profile

  1. Click File, Account Settings, and then pick Account Settings… from the drop-down menu.
     
  2. Select the Data Files tab, and click Add…
     
  3. Navigate to the folder where the .pst file is stored, select it and click OK.
     
  4. The contents of the .pst file will now appear in your sidebar, and will be there each time you open Outlook.
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