Volume 27 Issue 6

Today's Highlights

• Backup Outlook PST files
• Moving Outlook Data Files
• Personalized Outlook.com Addresses

Backup Outlook PST files

Although Outlook doesn't have a built in method to backup PST files and Microsoft removed the Outlook backup program download a couple of years ago, its easy enough to make a backup your data files. A simple copy and paste is all that is needed, but you can automate the copy and paste using PowerShell or a Batch file.

While you could backup IMAP and Microsoft Exchange OST files, they are just local cache files for the mailbox on the server and can only be opened by the account and profile that created them.

The exception is IMAP data files with Calendar and contacts folders named “this computer only”. Those folders are not synced to the server and need backed up, but exporting them to a pst or CSV is better than making a backup of the data file, since you’d need a utility to extract them from the OST file if the account is removed from the profile. (I have a clunky macro that copies the folders to a PST file. I should update it to use PowerShell.)

At the simplest level, you’d use this script, replacing the file path with the correct path to your pst files.
Copy-Item "C:\Outlook Files\*.pst" "D:\PST Backups"

Outlook needs to be closed to copy pst file, which you can do using PowerShell.
Get-Process Outlook | Foreach-Object { $_.CloseMainWindow() | Out-Null } | stop-process –force

Of course, there is the issue of either overwriting the existing copies or adding dates. While it is possible to update the file names with a date, filing the copies in a new folder with “today’s” date is easier.
Copy-Item "D:\Documents\Outlook Files\*.pst" "D:\PST Backups\$(get-date -f yyyy-MM-dd)"

Complete PowerShell script examples, instructions, and steps to create a scheduled task are here:
Use PowerShell to backup Outlook PST files

Batch file examples are in this article.
Backup Outlook Data Files using a Batch (.bat)

Macro to backup "this computer only" folders in an IMAP account
Backup Calendar, Contacts, Tasks in an IMAP data file

Moving Outlook Data Files

By default, Outlook puts the data files on the C: drive. IMAP and Exchange OST files are in %localappdata% > microsoft > outlook while PST files default to the Outlook Files folder under the Documents folder. But a lot of users don't want them on the C: drive, either because it's small or is an SSD (or both).

It’s fairly easy to move the PST file: close Outlook, move the PST file then restart Outlook. If Outlook can’t find the PST, it will ask you to find it.

If you want to move OST files used by IMAP and Exchange, you can set registry keys with the new path before you add the account to Outlook or you can use Junction points or symbolic links to point the default path to a new location.

Using the registry key is preferable, unless you also want to move the other files that are in the folder with the OST file.

The registry key for Exchange OST files in Outlook 2016 and newer is
HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook
Expandable String Value: ForceOSTPath
Value data: full path you want to use

For more information, including information about Junction points and symbolic links, see
Moving an Exchange Offline Data File (*.ost)

The registry key for IMAP data files in Outlook 2016 and newer is in the same registry key where ForceOSTPath, but uses a String value called ForcePSTPath. Yes, that is correct – ForcePSTPath for IMAP OST files. This key is also used for PST files; if you create a new PST file after you set the registry key, Outlook will put it in the new location.

More information and a hack to trick Outlook into moving an IMAP data file in an existing account, see
How to move IMAP data files

Personalized Outlook.com Addresses

Microsoft 365 Personal or Family subscribers can add a custom domain to their subscription, so they can use a personalized address for email. With a family subscription, the people you share the subscription with can create a personalized address too.

More information is at Get a personalized email address in Microsoft 365 (microsoft.com)

The requirements are:

1. You need to use GoDaddy as the Domain registrar.
2. Only the subscriber, not a family member sharing the subscription, can add the domain to their account.
3. Only one domain is supported. All family members use the same domain.
4. Users (including family members) are limited to one address per account.
5. You must have at least one outlook.com alias on the account.
6. If you don’t renew the subscription, your address will stop working, eventually. (There is a grace period of unknown length before incoming mail stops working.)

A reddit user found a way around the GoDaddy requirement. His instructions are at Use personalized domain with outlook and Office 365 Home family

I was able to add extra addresses to my account, although with mixed results. One address can send and receive email, the other address can receive mail but not send it (mail is sent “on behalf of” the address). Instructions are at Outlook.com Custom Domains

New & Updated Support Articles

Fixes or workarounds for recent issues in Outlook for PC

Fixes or workarounds for recent issues on Outlook.com

Fixes or workarounds for recent issues in Outlook for Mac

Other Resources

Use PowerShell to backup Outlook PST files
How to use PowerShell to create a backup copy of your Microsoft Outlook PST files.

Delete Ghost .OST Files from Outlook Profiles
How to solve this Outlook error message: "This data file is associated with a mail account. To remove it use the Email' tab" when the email account was removed from the Outlook profile.

Immersive Reader in Outlook
Outlook's Immersive Reader view centers the text on the page and lets you use wider spacing between the letters, can split words into syllables, change the page background color, or view the text a few lines at a time.