Figure 32-4. You can schedule backups to occur automatically. in Visual Basic .NET

Painting QR Code in Visual Basic .NET Figure 32-4. You can schedule backups to occur automatically.

Figure 32-4. You can schedule backups to occur automatically.
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Part 6: Managing and Securing Outlook
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Data Security and Virus Protection You can schedule backups to occur as often as needed. Remember that frequent backups will allow you to recover more completely from a problem. If you back up the PST file weekly, you could lose up to seven days of data if the message store is lost. If you back up the PST nightly, you risk losing only one day. After you complete the schedule, make sure that sufficient room is available for the backup. Change tapes or free up drive space as needed. Check occasionally to ensure that the sched uled task is running properly and that the backups are good. Note Microsoft offers an Outlook-specific add-on that automates Outlook backups. Point your Web browser to http://office.microsoft.com/downloads/2002/pfbackup.aspx for more information on this Outlook add-in. Although this add-on was designed for Outlook 2002, it does work with Outlook 2003.
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Using the Offline Folders Option
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If you use an Exchange Server account and want to have a backup of your message store available locally, one possible option is to use offline folders. Offline folders allow you to access your message store when you re away from the office. To use offline folders, you must create an offline folder (OST) file, which is stored on the local drive of your computer. If you configure the Exchange Server account to use Cached Exchange Mode, Outlook cre ates an OST for you automatically and stores your data in that OST. In a sense, OST files provide backup in reverse: instead of saving data to a server to back it up, the offline process saves the information from the server to the workstation. Although offline folders don t offer a standard backup, an occasional synchronization to an offline store is an easy way to create a second copy of Outlook data. (With Cached Exchange Mode, Outlook always works from the OST file and synchronizes with the Exchange Server mailbox automatically.) If the Exchange Server mailbox is lost, you need only open Outlook and choose to work offline to access the lost data. At that point, you can export the data to a PST file to create a backup, as explained in the following section.
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For more information on setting up and using offline folders, see Using Offline Folders, page 926.
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Backing Up Additional Outlook Data
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You should consider including some other items in your regular Outlook backup scheme in addi tion to your mailbox and personal folders. The following list identifies these additional items:
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Outcmd.dat <profile>.xml
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This file stores customized toolbar and menu settings.
This file stores customized Navigation Pane settings (additional shortcuts and shortcut groups).
Part 6: Managing and Securing Outlook
Microsoft Office Outlook 2003 Inside Out
<profile>.nk2 <name>.srs
This file stores nicknames for AutoComplete (shortcut names for e-mail addresses you have typed in the recipient fields).
This file stores send/receive groups. Replace <name> with the name of the send/receive group.
Note The .DAT, .XML, .NK2, and .SRS files are all located by default in the Application Data\Microsoft\Outlook folder of the user s profile, such as \Documents and Set tings\Jim\Application Data\Microsoft\Outlook. In Outlook 2002, the Outlook Bar customi zation settings are stored in <profile>.fav; in Outlook 2003, the <profile>.xml file replaces <profile>.fav. In addition to backing up these files on a regular basis, you should also back up your signa ture files, if you use signatures in Outlook. Signature files are stored in the \Documents and Settings\<user>\Application Data\Microsoft\Signatures folder, where <user> is your Windows logon name. Outlook creates three files for each signature, one each in TXT, HTM, and RTF format. For example, if you create a signature named Knowledge, Outlook creates the files Knowledge.txt, Knowledge.htm, and Knowledge.rtf. The simplest way to back up all your signatures is to back up the entire folder. Note
If you use Microsoft Word as your e-mail editor, your signatures are stored in Word s Normal.dot template file. Back up this file along with your other Outlook files.
Part 6: Managing and Securing Outlook
32
Exporting Data
The previous section discussed ways to create a duplicate copy of your message store for disaster-recovery purposes. You might also want to make copies of part or all of the message store for use in other applications. You can do this by using the export process, in which you save information to a different PST file or transform data for use in Microsoft Access, Microsoft Word, or other programs. (The reverse process, importing data, is covered in the next section.) Table 32-2 shows the file types and formats that are available for export or import with Outlook 2003.
Table 32-2.
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