Most companies cannot give users unlimited email storage on their Exchange server (although many users will attempt to test this reality). To control the amount of data begin stored, administrators implement quotas on mailboxes. When users reach their quota, they have two options: They can delete some email (yeah, right), or move it off the Exchange server.
Outlook uses PST files to store email outside of an Exchange system. The program prompts users to auto-archive old email to PST files by default, but users can also manually create them. While this sounds like a simple fix, most IT support will tell you that PST files are a pain in the neck to manage and in some cases create more problems than they solve.
To make matters worse, desktops and laptops are not always protected by a backup process. For this reason, users are taught to put documents and files they want backed up in their “home” folder on a network file server, which, in theory, is backed up regularly. As a result, users often put their PST files in their home folder and open them in Outlook to use.
Server administrators (or backup administrators) are responsible for backing up these file servers. There are two types of backups: full backups, during which all files are backed up, and incremental backups for files that have changed since the last full backup. Continue Reading…