Amal Nagm

• The Outlook .ost files are used only when you have an Exchange Server account and choose to work offline or use Cached Exchange Mode.
• The Outlook .pst files are used for POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.), IMAP (IMAP (Internet Message Access Protocol): Unlike Internet e-mail protocols such as POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You can read message headers only and select which messages to download.), and HTTP accounts. When you want to create archives or back up your Outlook folders and items on your computer, including Exchange Server accounts, you must create and use additional .pst files.

Determine your account types

• On the Tools menu, click Account Settings.
  

Personal Folders files (.pst)

Offline Folder files (.ost)

• Headers For e-mail items only, a header is a descriptive identifier that provides the sender's name, the subject line of the message, the time when the message was received, and the size of the message.
• Full items A full item includes the header, the body of the message, and any attachments, including embedded objects or pictures.

Data file locations

• Microsoft Windows XP and Microsoft Windows Server 2003
  1. Click Start, and then click My Computer.
  2. On the Tools menu, click Folder Options, click the View tab, and then click the Show hidden files and folders option.
• Microsoft Windows 2000
  1. Double-click My Computer on your desktop.
  2. On the Tools menu, click Folder Options, click the View tab, and then click the Show hidden files and folders option.

• You can save, copy, and move a data file (other than the file that is used as your default delivery location) to another location on your hard disk or to a share on the network. However, you must have folder read/write permissions to open a Personal Folders file (.pst).
• A data file can be accessed by only one user or program at a time.
• The .pst data file can be saved to read-only media such as CDs and DVDs. However, to use the .pst file, you must copy the file to your hard disk drive.

Data file security

By default, if you do not type a name in the Name text box, the Personal Folders file (.pst) is named Personal Folders in the Outlook Navigation Pane. This might be confusing if you open several .pst files, all with the same name. We recommend that you type a name that is meaningful to you.

A password is not required for a .pst file but helps to provide better protection for your information. Type the same password into both the Password and Verify Password text boxes. For security, dots appear as you type the password.

If you use a password for this .pst file, you can select this check box to prevent you from being required to type the password each time you open the .pst file in Outlook. Even if the .pst file is moved to another Windows profile or another computer, a password prompt still appears.

• Some companies impose size limits on corporate e-mail accounts, which can be alleviated by archiving. By the same token, archived files often must remain accessible, in case compliance requires they be restored.
• Outlook cannot archive current or active files. For example, a recurring meeting cannot be archived unless all occurrences of the meeting are in the past. Any scheduled occurrences of the meeting in the future would denote it as a current item and so cannot be archived.

Copy all items from an archived location

1. On the File menu, click Import and Export to open the Import and Export Wizard.
2. Click Import from another program or file, and then click Next.
3. Click Personal Folder File (.pst), and then click Next. I can't find my .pst
   

   The archive file is a special type of data file, a Personal Folders file (.pst). The first time AutoArchive runs, Outlook creates the archive file automatically in the following locations: Windows Vista C:\Users\YourUserName\AppData\Local\Microsoft\Outlook\Archive.pst Microsoft Windows XP C:\Documents and Settings\YourUserName \Local Settings\Application Data\Microsoft\Outlook\Archive.pst After Outlook archives items for the first time, you can access the items in the file directly from Archive Folders in your Outlook Folder List (Folder List: Displays the folders available in your mailbox. To view subfolders, click the plus sign (+) next to the folder. If the Folder List is not visible, on the Go menu, click Folder List.), which is located in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.). You can also create your own archive files for individual folders. Note If you don't see the Local Settings or Local folders, they might be hidden. How do I display hidden folders? Windows Vista Click the Start button, and then click Control Panel. Click Appearance and Personalization. Note If you are using Control Panel Classic View, double-click Folder Options, and then go to step 4. Click Folder Options. On the View tab, under Advanced settings, under Files and Folders, under Hidden files and folders, select Show hidden files and folders. Windows XP Click the Start button, and then click Control Panel. Click Folder Options. Click the View tab, and then click the Show hidden files and folders option.

   
4. In the File to import box, change the default file name in the highlighted path from backup.pst to the name of the archive file you're importing from. Or, click Browse to locate the file you want to import from.
5. Specify how you want Outlook to handle duplicate items under Options.
6. Click Next.
7. Click the folder to import from. Select the Include subfolders check box if the folder you're importing has subfolders you want to import as well.
8. Select one of the destination options:
   • Import items into the current folder - this imports the data into the folder currently selected.
   • Import items into the same folder in - this imports the data into the destination folder of the same name as the source folder, e.g., from Inbox to Inbox.
9. Click Finish.

Move individual items from an archived location

1. On the Go menu, click the Folder List, click Archive Folders (or the name you used for the archive location).
2. Click the folder containing the items you want to move.
3. Select the items you want to move, and then drag them into their original folder in the Folder List, or into another folder.

Prevent AutoArchive from running on all folders

1. On the Tools menu, click Options, and then click the Other tab.
2. Click AutoArchive.
3. Clear the Run AutoArchive every n days check box.

Prevent AutoArchive from running on one folder

1. On the Go menu, click Folder List, right-click the folder you want to AutoArchive, and then click Properties on the shortcut menu.
2. Click the AutoArchive tab.
3. Select the Do not archive items in this folder option. Note You cannot turn AutoArchive off for Search Folders (Search Folders: Virtual folders that contain views of all e-mail items matching specific search criteria. The items remain stored in one or more Outlook folders.).
   

Cancel archiving that is in process

• In the lower-right corner of the status bar, next to the Archiving folder message, click the down arrow, and then click Cancel Archiving.

Turn AutoArchive on

1. On the Tools menu, click Options, and then click the Other tab.
2. Click AutoArchive.
3. Select the Run AutoArchive every n days check box.
4. Type or choose a number in the box for how often you want AutoArchive to run.

1. On the File menu, click Archive.
2. Select the Archive this folder and all subfolders option, and then specify a date
3. under Archive items older than.
4. Under Archive file, click Browse to specify a new file or location if you do not want to use the default file or location.
5. Select the Include items with "Do not AutoArchive" checked check box if you want to override a previous setting to not automatically archive specific items. If you choose to manually archive these items during this procedure, the items will again be subject to the Do not AutoArchive setting unless you manually override that setting again in the future.
6. Click OK.

More about storing and deleting items

• Items are stored in their archived locations unless you change one or more AutoArchive settings, choosing to have the items deleted when they expire. The items are not deleted from their archived locations, they can only automatically deleted before they are moved to their archive location. Once they are archived, they can only be deleted manually
• Choosing an option to have items deleted permanently deletes the items automatically when they expire. They are not archived. For instance, if you click Delete expired items (e-mail folders only), this option deletes all messages in all your e-mail folders, such as Inbox, Sent, or Drafts, when they reach the end of their aging periods. The messages are not archived.

• Windows Vista C:\Users\yourusername\AppData\Local\Microsoft\Outlook\Archive.pst
  
• Windows XP C:\Documents and Settings\yourusername \Local Settings\Application Data\Microsoft\Outlook\Archive.pst
  

How do I display hidden folders?

• Windows Vista
  1. In Windows, click the Start button, and then click Control Panel.
  2. Click Appearance and Personalization.
     Note If you are using Control Panel Classic View, double-click Folder Options, and then continue with step 4.
  3. Click Folder Options.
  4. On the View tab, under Advanced settings, under Files and Folders, under Hidden files and folders, select Show hidden files and folders.
• Microsoft Windows XP
  1. Click the Start button, and then click Control Panel.
  2. Click Folder Options.
     
  3. Click the View tab, and then click the Show hidden files and folders option.

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After Outlook archives items for the first time, you can access items in the file directly from Archive Folders in your Outlook Folder List (Folder List: Displays the folders available in your mailbox. To view subfolders, click the plus sign (+) next to the folder. If the Folder List is not visible, on the Go menu, click Folder List.), which is located in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.). If you want, you can have separate archive files for individual folders.

When you open Archive Folders, you'll see that Outlook maintains your existing folder structure. If there is a parent folder above the folder you chose to archive, the parent folder is created in the archive file, but items within the parent folder are not archived. In this way, an identical folder structure exists between the archive file and your mailbox. Folders are left in place after being archived, even if they are empty. You work with the items the same way you work with items in your main mailbox. If you decide you want archived items moved back into your main mailbox, you can import all the items from the archive file into their original folders or into other folders you specify, or you can manually move or copy individual items.

Changing the AutoArchive settings

There are two sets of AutoArchive settings: global settings and per-folder settings. The global settings — called default settings — determine whether AutoArchive runs at all and what it does by default with the items in any Outlook folder (except Contacts, which is not affected by AutoArchive). The per-folder settings override the default settings so you can AutoArchive individual folders differently. If you don't specify AutoArchive settings for a specific folder, the folder will not be archived. Default settings and per-folder settings apply to the current mailbox only. If you want, you can also manually archive items.

Run AutoArchive every Choose how often you want AutoArchive to run. Archiving many items at the same time might slow down your computer's performance. Therefore, it is good to choose a period of time that shortens the AutoArchive process. Consider how many items that you typically receive during a given time and adjust the timeframe accordingly. Prompt before AutoArchive runs Choose this option if you want Outlook to display a reminder message before AutoArchive processes your Outlook items. When you see the message, you can click No to cancel that AutoArchive session.

Delete expired items (e-mail folders only) This option is not selected by default. You can choose to have e-mail messages deleted when their aging period has expired. The default period for your Draft and Inbox items is six months, and three months for your Sent Items, but you can change these periods using the Clean out items older than option.

Archive or delete old items You must choose this option if you want AutoArchive to delete some or all items when they expire. This option activates other options that enable you to decide which items are archived and which are deleted when they reach the end of the aging period. Then choose additional settings to apply to both archiving and deletion. Note In the AutoArchive dialog box, "folders" refers to your main Outlook feature areas, such as the Calendar folder and Task folder, and individual e-mail folders. This is because your Calendar and Task items are stored in their respective Calendar and Task folders.

Show archive folder in folder list Choose to have the Archive folder listed with your other working folders in the Navigation Pane. In the main Archive folder, you can open the subfolders and view your archived items. When viewing your archived items, you can verify that the correct items were archived, and you can also drag any items that you need back to a working folder.

Clean out items older than Choose the default setting for when you want your items archived, in days, weeks, or months. You can set a period of one day up to a period of 60 months. "Clean" means to archive — store — items. It does not mean "delete" unless you have specified that setting for the folders elsewhere.

Move old items to The default setting for this location is different for computers that are running the Microsoft Windows Vista and Windows XP operating systems. Windows Vista: C:\Users\user\AppData\Local\Microsoft\Outlook\Archive.pst. Windows XP: C:\Documents and Settings\user \Local Settings\Application Data\Microsoft\Outlook\Archive.pst. If you want to set another destination for the archived items, you can browse to and set a different location. Items will be moved to this location after their aging period. Note Items archived in a custom location will not be deleted unless you open the folders and delete them manually.

Permanently delete old items This option immediately deletes the expired items instead of moving them to the default location, another folder that you have designated, or the Deleted Items folder.

Apply these settings to all folders now This option applies the AutoArchive settings, including your changes, to all of your folders. To specify different settings for one or more folders, do not choose this option. Instead, use the instructions shown below the button that explain how to specify settings for individual folders. These instructions are also included in the following section, "Change the AutoArchive settings for an individual folder." Changes made to specific folders apply only to those folders.

Retention Policy Information In your organization, a system administrator might set retention policies that determine when and how your mailbox items are AutoArchived. You can view the policies here, but you can't change them without the appropriate permissions.

Set periods and dates used to archive items

Note In addition to the AutoArchive settings, items in your mailbox may also be subject to retention policies that your company enforces. Retention policies encourage users to retain documents and items for only a fixed period of time as defined by company policy. These policies take precedence over AutoArchive settings.

The default aging periods for folders are:

• Inbox, Calendar, Tasks, Notes, Journal, Drafts: 6 months
• Sent Items, Deleted Items: 2 months
• Outbox: 3 months
  Note Folders you create that contain the same type of items as Inbox, Calendar, Tasks, Notes, or Journal are subject to the six-month aging period, too.

The way Microsoft Outlook determines the age of an item varies based on the item type.

E-mail message The received date or the last modification date/time, whichever is later.

Calendar item The appointment, event, or meeting date or the last modification date/time, whichever is later. Recurring items are not AutoArchived.

Task The completion date or the last modification date/time. Tasks that are not marked complete are not AutoArchived. Tasks assigned to others are archived only if marked complete.

Note The last modification date/time.

Journal entry The date the journal entry was created or the last modification date/time.

Contacts Not archived

1. Click Drawing Tools on the Standard toolbar to display the Drawing toolbar.
2. Click one of the following tools:
   • Pencil tool
   • Line tool
   • Arc tool
   • Freeform tool
3. To draw the first segment, point to where you want to start the shape, and then drag until the segment is the size you want.
4. To draw the second segment, point to the endpoint (endpoint: Either of the square handles that appear at the beginning or end of a selected line, arc, or other one-dimensional (1-D) shape.) of the first segment (the pointer will look like a plus sign), and then drag. After you draw the second segment, the shape displays vertices (vertex, vertices: One of the diamond-shaped handles that appears between two segments on a multiple-segment shape, or at the end of a segment. You can reshape a shape or connector by dragging its vertices.) instead of endpoints .
   
5. To draw additional segments, point to the vertex at the end of the last segment you added, and then drag to draw the next segment. Tip To undo a segment, on the Edit menu, click Undo Add Segment. Segments are deleted in the reverse order in which they were drawn.
   Tip If an existing segment resizes when you try to draw a new segment, you have accidentally selected the vertex of the resized segment. To fix this, on the Edit menu, click Undo Edit Segment, and then click away from the shape to clear its selection. Point to the vertex and drag to draw the next segment.
   
6. To close the shape, drag the endpoint of the last segment you create over the vertex at the beginning of the first segment. The shape becomes opaque, indicating that it is a closed shape (closed shape: A shape that is surrounded by a continuous outline, such as a rectangle or circle. You can fill a closed shape with a color or a pattern.).
   
7. Click the Pointer tool on the Standard toolbar to return to normal editing.

• To delete a segment from a shape, click the Pencil tool , select the shape, click the vertex you want to delete, and then press DELETE.
• To add a new segment to a shape, click the Pencil tool , select the shape, point to where you want to add the segment, and hold down the CTRL key and click. A new vertex appears where you clicked the shape, creating a new segment.
• To reshape a shape by dragging a vertex, click the Pencil tool , select the shape, click the vertex or control point you want to move, and then drag the vertex or control point to a new position.

1. In your Microsoft Office Visio drawing, make sure that nothing is selected.
2. On the Edit menu, click Copy Drawing. Note This command copies the entire drawing, including shapes on other drawing pages and on backgrounds. When you embed a multiple-page Visio drawing, the visible page will be the one that is active when you click Copy Drawing.
   
   
3. Open the document in which you want to embed the drawing, and then on the Edit menu, click Paste (or the equivalent command).

1. To crop an AutoCAD drawing, first unlock it by doing the following:
   1. Right-click the AutoCAD drawing, point to CAD Drawing Object, and then click Properties.
   2. Click the General tab, clear the Lock size and position check box, and then click OK.
2. Select the CAD drawing, picture, object.
3. Click the Crop tool on the Picture toolbar. (If the Picture toolbar is not visible, on the View menu, point to Toolbars, and then click Picture.) Tip For CAD drawings, you can also right-click the drawing and click Crop Tool.
   
4. Drag the selection handles until only the portion of the drawing, picture, or object that you want is visible.
5. To see a different portion ("pan" the drawing, picture, or object), place your pointer over the object until the pointer becomes a hand symbol, and then drag.
6. When you're done, click the Pointer tool .
7. To lock a CAD drawing so that you don't accidentally move or resize it while you are working, do the following:
   1. Right-click the CAD drawing, point to CAD Drawing Object, and then click Properties.
   2. Click the General tab, select the Lock size and position check box, and then click OK.

Import a graphics file to start a new Visio drawing

• AutoCAD Drawing File Format (.dwg, .dxf)
• Compressed Enhanced Metafile (.emz)
• Enhanced Metafile (.emf)
• Graphics Interchange Format (.gif)
• JPEG File Interchange Format (.jpg)
• Portable Network Graphics (.png)
• Scalable Vector Graphics Drawing (.svg, .svgz)
• Tag Image File Format (.tif, .tiff)
• Windows Bitmap (.bmp, .dib)
• Windows Metafile (.wmf)

1. On the File menu, click Open.
2. In the Files of type box, click the file format of the file you want to import.

Insert a graphics file into an existing Visio drawing

Insert an AutoCAD drawing

1. On the Insert menu, click CAD Drawing.
2. Locate the CAD file and click Open.
3. To accept the default CAD drawing settings, click OK. Note The default CAD drawing settings are designed to ensure optimal results when you insert a CAD drawing. It is best to avoid adjusting the default settings unless you have a specific aim in mind.
   

• Model space is the primary drawing workspace in which CAD drafters create drawings.
• Paper space is a workspace that is analogous to a sheet of paper, in which CAD drafters can arrange different views of the drawing.

Insert a picture from a graphics file

1. On the Insert menu, point to Picture, and then click From File.
2. Locate the folder that contains the picture you want to insert, click the picture file, and then click Open. Tip You can also open graphics files from the File menu. On the File menu, click Open. In the Files of type list, click the graphics file format you want, and then locate the file. Click Open. Most files that you import into Visio drawings as graphic images appear as metafiles (metafile: A file that stores an image as graphical objects (lines, circles, polygons) rather than as pixels. Metafiles preserve an image more accurately than pixels when the image is resized. There are two types of metafiles, standard and enhanced.). However, bitmap files, such as .dib, .bmp, .pcx, and so on, remain bitmaps (bitmap: An image stored as a pattern of dots. A scanned photograph or graphic that you create in a paint program is usually stored as a bitmap.) in the Visio drawing.
   

Insert clip art

1. On the Insert menu, point to Picture, and then click Clip Art. Note If Clip Art is not installed on your computer, you are prompted to install it. Click Yes, and Microsoft Office Visio starts the installation. You may be prompted to insert the installation disc.
   
2. In the Clip Art task pane, in the Search for text box, type a word or phrase that describes the clip art you want, or type in all or some of the file name of the clip art.
3. To narrow your search, do one or both of the following:
   • To limit search results to a specific collection of clip art, in the Search in box, click the arrow and select the collection you want to search.
   • To limit search results to a specific type of media file, such as clip art, in the Results should be box, click the arrow and select the check boxes next to the types you want.
4. Click Go.
5. In the Results list, click the clip art to insert it.

• To export specific shapes, select the shapes you want to export. (Press SHIFT and click to select more than one shape.)

1. On the File menu, click Save As.
2. In the Save as type list, click the format you want.
3. In the File name box, type a name for the file.
4. Click Save. The page or shapes are exported in the format you specify. You can use the file in any program that can read files in that format.
   
5. If necessary, in the Filter Setup or Output Options dialog box for a particular format, specify the export settings you want, and then click OK.

1. On the Insert menu, point to Picture, and then click Clip Art.
   Note If Clip Art is not installed on your computer, you are prompted to install it. Click Yes, and Microsoft Office Visio starts the installation. You may be prompted to insert the installation disc.
   
2. In the Clip Art task pane, in the Search for text box, type a word or phrase that describes the clip art you want, or type in all or some of the file name of the clip art.

• To limit search results to a specific type of media file, such as clip art, in the Results should be box, click the arrow and select the check boxes next to the types you want.

1. Click Go.
2. In the Results list, click the clip art to insert it.

1. On the File menu, point to New, point to Business, and then click Audit Diagram.
2. For each step in the process you are documenting, drag a flowchart shape onto your drawing.
3. Connect the flowchart shapes:
   1. Drag a shape from a stencil onto the drawing page and position it near another shape.
      
   2. While still holding down the mouse button, move the pointer over one of the blue triangles. The triangle turns dark blue.
      
   3. Release the mouse button. The shape is placed on the drawing page, and a connector is added and glued to both shapes.
      
4. To add text to a shape, select it, and then type.
5. You can number the shapes in your flowchart to illustrate the sequence of process steps:
   1. In a flowchart, select the shapes that you want to number.
   2. On the Tools menu, point to Add-Ons, and then click Number Shapes.
   3. On the General tab, under Operation, click Auto Number. Under Apply To, click Selected Shapes, and then click OK. Tip To number new flowchart shapes as they are dragged onto the page, in the Number Shapes dialog box, click Continue numbering shapes as dropped on page.
      

1. Drag security shapes for alarm and access control, initiation and annunciation, and video surveillance onto the drawing page.
   The letters on the corners of the security shapes indicate the mount type (top right), technology type (bottom right), and function type (bottom left).
   
2. You can change shape data at any time.
3. Select the shape, and then on the Shape menu, click Shape Data.
4. In the Shape Data dialog box, click in each field and type or select a value.
5. To label a shape, select the shape and then type. Reposition a label by dragging the label's control handle .