Stellar Outlook Manager

Transcription

1 Stellar Outlook Manager Version 1.0

2 Overview Stellar Outlook Manager Is a collection of following softwares. Stellar Mail Backup. Stellar Phoenix Compact PST. Stellar Phoenix Outlook Duplicate Remover. Stellar Phoenix Outlook Password Recovery. Stellar Phoenix Outlook PST Repair Technical. Stellar Phoenix PST File Splitter.

3 Installation Procedure Before installing the software, ensure that your system meets the minimum system requirements. Minimum System Requirements Processor: Pentium Operating System: Windows 8 / Windows 7 / Windows Vista / Windows XP Memory: 1 GB Hard Disk: 100 MB of free space MS Outlook: 2013 / 2010 / 2007 / 2003 To install the software: 1. Double click StellarOutlookManager.exe executable file to start installation. Setup Stellar Outlook Manager dialog box is displayed. 2. Click Next. License Agreement dialog box is displayed. 3. Choose I accept the agreement option. Next button will be enabled. Click Next. Select Destination Location dialog box is displayed. 4. Click Browse to select the destination path where the setup files will be stored. Click Next. Select Start Menu Folder dialog box is displayed. 5. Click Next. Select Additional Tasks dialog box is displayed. 6. Select check boxes as per your choice. Click Next. Ready to Install dialog box is displayed. 7. Review your selections. Click Back if you want to change them. Click Install to start installation. The Installing window shows the installation process. On completion of the installation process, Completing the Stellar Outlook Manager Setup Wizard window is displayed. Click Finish. Note:Clear Launch Stellar Outlook Manager check box to prevent the software from launching automatically.

4 User Interface

5 Ordering the Software To know more about Stellar Outlook Manager, click here. To purchase the software online, please visit Alternatively, click on Order icon in Help Menu on Menu Bar to purchase the software online. Select either of the methods given above to purchase the software. Once the order is confirmed, a serial number will be sent to you through e mail, which would be required to activate the software.

6 Registering the Software You can download demo version of Stellar Outlook Manager software from here. The demo version is just for evaluation purposes and you must eventually register the software to use its full functionality. Once you purchase the software, you will receive a key using which you can register the software. You can register the software using any of the following methods: Online Registration After purchasing the software, a serial number will be sent via , which is required to register the software. You need to enter the serial number, which is then verified by a license server and on verification, the software is registered. Manual Registration To register the software manually, you will need to generate a PHX_REG.txt file and mail it to support@stellarinfo.com. After verification of the serial number and purchase details, the site key, which is required to register the software manually, will be sent to your address. Note: If the software is downloaded from (i.e., ESD version), it must be registered using Serial Number (received through after purchasing the product) to use all the features of the software.

7 Online Registration To register the software online: 1. Launch demo version of Stellar Phoenix Outlook Manager software. 2. From Menu Bar, select Registration. Click Register. 3. In Registration Option dialog box, select I have the registration key. Registration Screen 4. Select Online Registration. Click OK. A warning will appear, click OK to continue. 5. In Welcome to Stellar Phoenix Electronic Software Registration wizard, click Next. 6. Type the serial number (received through after purchasing the product) in serial number field. Click Next. 7. The software would automatically communicate with the license server. After the registration is done, click Finish to complete the registration process. Note: You can generate PHX_REG.txt file manually via online activation. View Manual Registration to perform the process of generating PHX_REG.txt file.

8 Manual Registration To register the software manually: 1. Launch the demo version of Stellar Outlook Manager. 2. From Menu Bar, select Registration option. Click Register. 3. In Registration Option dialog box, select I have the registration key. 4. Select Online Registration. Click OK. A warning will appear, click OK to continue. 5. In Welcome to Stellar Phoenix Electronic Software Registration wizard, click Cancel. 6. Stellar Outlook Manager dialog box will open, click OK. 7. In Manual Software Registration dialog box, enter the serial number that you receive once you purchase the software. Click Next. 8. A file named PHX_REG.txt is created on your desktop. Click Finished. it to support@stellarinfo.com.

9 9. After verifying the purchase details, you will receive the site key, which is required to register the software manually. 10. After receiving the Site Key, open Stellar Outlook Manager. In Registration Option dialog box, select I have the registration key. 11. Select Manual Registration and Click OK. 12. Enter the Site Key in Stellar Outlook Manager dialog box. Click Validate. Note: The site key is delivered to the address through which the serial number is sent.

10 Stellar Support Our Technical Support professionals will give solutions for all your queries related to Stellar products. You can either call us or go online to our support section at For price details and to place the order, click Chat Live with an Online technician at Search in our extensive Knowledgebase at Submit enquiry at Send e mail to Stellar Support at support@stellarinfo.com Support Helpline Monday to Friday [ 24 Hours a day ] USA (Toll free Pre Sales Queries) USA (Post Sales Queries) UK (Europe) Australia & Asia Pacific Netherlands Pre & Post Sales Support Worldwide Orders orders@stellarinfo.com

11 User Guide Version 1.0

12 Overview 'Stellar Mail Backup' is a complete backup solution software for all accounts configured in 'MS Outlook', 'Outlook Express' and 'Windows Mail' clients on your system. It is developed in such a way that it takes care of every possible aspect of backup. It takes backup of s and other items such as contacts, calendar and journal entries, mail accounts, tasks, notes, RSS feeds, junk lists and signatures. It restores mail backup and schedules mail backup. In addition, it can take mail backup on network and external drive also. It mounts a virtual drive on your computer to enable you to view mailboxes without restoring backup image. Key Features: Takes mail backup for multiple profiles on your system Restores mail backup Schedules mail backup tasks Mounts / Unmounts virtual drive on computer Takes mail backup on network and external drive Simple and user friendly software Supports MS Outlook / Outlook Express XP, 2007, 2010,2013 and Windows Mail Supports Windows XP / Vista / 7 / 8

13 Installation Procedure Before installing the software, ensure that your system meets the minimum system requirements. Minimum System Requirements Processor: Pentium Operating System: Windows 8 / Windows 7 / Windows Vista / Windows XP Memory: 1 GB Hard Disk: 100 MB of free space MS Outlook: 2013 / 2010 / 2007 / 2003 To install the software: 1. Double click StellarOutlookManager.exe executable file to start installation. Setup Stellar Outlook Manager dialog box is displayed. 2. Click Next. License Agreement dialog box is displayed. 3. Choose I accept the agreement option. Next button will be enabled. Click Next. Select Destination Location dialog box is displayed. 4. Click Browse to select the destination path where the setup files will be stored. Click Next. Select Start Menu Folder dialog box is displayed. 5. Click Next. Select Additional Tasks dialog box is displayed. 6. Select check boxes as per your choice. Click Next. Ready to Install dialog box is displayed. 7. Review your selections. Click Back if you want to change them. Click Install to start installation. The Installing window shows the installation process. On completion of the installation process, Completing the Stellar Outlook Manager Setup Wizard window is displayed. Click Finish.

14 Click 'Create Backup' to take backup of mails Click 'Minimize' to minimize 'Stellar Mail Backup' screen Click 'Exit' to remove 'Stellar Mail Backup' icon from Taskbar Clear Launch Stellar Outlook Manager check box to prevent the software from launching automatically.

15 Stellar Phoenix Update Wizard Update feature available in 'Stellar Mail Backup' allows you to check the latest updates. This will help you to keep your application up to date. You can easily download minor version through the update wizard. However, the major version, if available, has to be purchased. While updating the software, it s recommended to close all running programs. For getting updates, Click 'About' icon on the main user interface. A window opens. 'Stellar Phoenix Update Wizard' window pops up. Click 'Next' to proceed. The wizard will start searching for latest updates and if it finds any new version, you get the update screen and follow the next step. Else, you get a message that 'Application has all the latest updates. Click cancel to close the window'. Click 'Next', the software will start downloading update files from the server. When the process is complete, the software will upgrade to latest version. After installing the latest available version, restart 'Stellar Mail Backup'. Live Update may not happen due to following reasons: Internet connection is not available. There are no updates available on the update site.

16 User Interface 'Stellar Mail Backup' has a very simple and nice looking interface having all the options required for taking backup of s/other items, restoring s/other items and managing backup tasks. Upon launching the program, you get a window as shown below:

17 Features 'Stellar Mail Backup' has a long list of useful features that makes taking backup of your mailboxes and other items quite an easy task. Comprehensive Backup: It enables user to take backup of almost everything in 'MS Outlook' & 'Outlook Expres' or 'Windows Mail' including s, contacts, calendar and journal entries, mail accounts, tasks, notes, RSS feeds, junk lists and signatures. Simple and user friendly: Its simple wizard based working style guides user through all the steps of taking backup or restoring process. Password Protection: Backup image can be password protected to prevent unauthorized access. Mail Notification: If you wish, you can set 'Stellar Mail Backup' to send you an notification after completion of job. Incremental/Differential/Full Backup: You can choose type of backup according to your preference. Saves data anywhere: It enables you to backup your 'Outlook' data on any location without any additional software. You are free to backup Outlook to local hard drive, save it to USB flash drive or store in remote computer using LAN. Restores mailboxes as PST, MSG or EML files: It saves mailboxes as PST or MSG files for Microsoft Outlook. and as EML file for Outlook Express'.

18 Backup on a schedule: With 'Stellar Mail Backup' internal scheduler you can schedule backup to be taken according to your preferences ( daily, weekly, or monthly ). Manage Tasks: This feature enables you to change settings associated with a backup image according to your choice or preference. Mount Image: This lets you view mails on the go without having to restore backup image by mounting a virtual drive on your computer. Recovery Log: Log is generated during the recovery process and helps users to analyze the process in detail. User can also save this log report to analyze recovery process at a later stage.

19 Take Backup 'Backup' option on the main user interface helps you create backup of mails and other items. When you click this option, 'Welcome to create backup wizard' opens and through multiple steps, takes you towards completion of process. The steps are: Opening of Wizard Searching and displaying mail items Selecting destination Providing Backup 'Image/Task' name Providing Password, Mail Notification, Image Consolidation and validation Scheduling Backup Processing Clicking 'Backup' option opens 'Welcome to create backup wizard'.

20 Click 'Next'. The wizard starts searching for the mail items and after finishing the search, displays list of mail clients, accounts, mailboxes and folders in a tree like structure.

21 Select items you need to take backup of and click 'Next'. 'Select destination path' windows opens up. Choose the location for saving backup image. Click 'Next'. Now you need to give backup image and task name in next window. Click 'Next'.

22 Next window provides you with the following options: You can make your backup image password protected to prevent unauthorized access through 'Set Password' option. You can direct application to send you mail after completion of process by choosing 'Send ' option. You can check correctness of backup image by selecting 'Image Validation'. You can set number of incremental/differential backup to be taken before taking a full backup using 'Select Range' option.

23 After filling in the required information, click 'Next'. Next window has options for scheduling backup 'Now' or 'Later'.

24 Schedule Now: Clicking 'Next' in 'Scheduling window' opens following window Decide whether backup should be taken 'Once', 'Everyday', 'Every Week' or 'Every Month'. Also set start date and time for the process to start. Click 'Next' to go to next window. Select whether you need Full/Incremental/differential backup. Also select level of compression you require. Schedule Later: If you choose to schedule your backup later, following window will appear: Select Compression level and click 'Next'.

25 After you have scheduled your backup, click 'Next' to bring a window with summary of information you have filled in till now. Click 'Process Now' to start the process. After successful completion of the process, 'Backup successfully completed' message is displayed. Click 'OK' to close the application. The task bar too shows the progress and completion of the process.

26 Schedule Backup 'Schedule Backup' option on the user interface lets you schedule your backup tasks according to your preferences. This includes setting type of backup ( full, incremental, differential), specifying frequency( daily, weekly, monthly ), setting time to start backup, modifying or deleting existing backup tasks. When you click 'Schedule Backup' option, 'Welcome to schedule task wizard' window opens. Click 'Next'. Next window has 3 options in it: Manage an existing task

27 Choosing this option, you can change settings associated with a particular backup task. Click down arrow at far right in 'Manage existing tasks' box and select task to be modified from the drop down list. Click 'Next' and select mail items. Select location to save backup image. If you desire, 'Set password', 'Mail notification', 'Image consolidation' and 'Validation'. Click 'Next'. Select backup type and compression level. Click 'Next'. Set frequency and time for the process and click 'Process Now' button. You will get a message 'Task modified successfully'. Click 'OK' to close 'Schedule Task' window and to return to main user interface. Remove task To remove an existing task, select this option and click at far right down arrow to see list of existing tasks. Select the task you need to remove and click 'Next'. This brings up a 'Summary' window. Click 'Process Now'. You will be asked whether you really want to delete the task. Click 'Yes' to delete task. After successful deletion, a message 'Task deleted successfully' appears.

28 Click 'OK' to close 'Schedule task' window and to return to main user interface. Schedule new task Choosing this option lets you create new task. Give 'New task name in the space provided and click 'Next'. The wizard starts searching for the mail items and after finishing the search, displays list of mail clients, accounts, mailboxes and folders in a tree like structure. Select items you need to take backup of and click 'Next'. Choose the location for saving backup image. Click 'Next'. If you desire, 'Set password', 'Mail notification', 'Image consolidation' and 'Validation'. Click 'Next'. Select backup type and compression level. Click 'Next'. Set frequency and time for the process and click 'Process Now' button. You will get a message 'Task created successfully'. Click 'OK' to close 'Schedule task' window and to return to main user interface.

29 Restore Backup 'Restore' option on the main user interface helps you restore backup image to your preferred location. When you click this option, 'Welcome to restore data wizard' opens. When you click 'Next' to continue, the wizard starts analyzing mail items and 'Select Stellar Backup Image' window opens.

30 Select backup image to be restored and click 'Next'. In the next window that opens, Select whether to restore

31 Full image Specified mail items This option lets you select items of your choice to restore. you can select items in left pane of the window and see its content in the right pane. After you made up your choice, you will be prompted to select restore location 'Original Place' option restores backup image at its source location. 'New Place' option lets you specify two things

32 1. It lets you select destination for saving backup image 2. And helps you choose if mailboxes should be saved as PST, MSG or Eml files. When you click 'Next', after making your choice, a window with summary of information you have filled in till now opens. Click 'Process Now' to start the restoration process. After successful restoration, a message to this effect will be displayed. Click 'OK' to return to main user interface. Shortcut You can also restore backup image using the following shortcut method: Navigate to the location of saved backup image. Right click backup image icon. Choose 'Restore' from the drop down menu.

33 Mount Image This option helps you create a virtual drive which you can use to view your mails and other items without having to go through restoration process if you are in a hurry. Click this option on main user interface to open 'Welcome to the Mount Image Wizard'. When you click 'Next', the wizard starts analyzing partitions and 'select image' window opens up. Select backup image you wish to mount and click 'Process Now' button in 'Summary' window. After the process is finished, 'Virtual drive created successfully' message is displayed. You will see the newly created virtual drive in 'My computer' folder.

34 Double click 'Stellar Mail Backup Drive' to view your mails. Shortcut You can also mount virtual drive using these two shortcut methods: 1.) 2.) Navigate to the location of saved backup image. Right click backup image icon. Choose 'Mount Stellar Backup Image' from the drop down menu. Navigate to the location of saved backup image. Double click backup image icon. 'Welcome to Mount Image Wizard' comes up and starts creating a virtual drive. After successful creation of virtual drive, you get a message, 'Virtual drive created successfully'. Click 'OK' to close this wizard.

35 Unmount Image Use this option to remove 'Stellar Mail Backup Drive' from your computer. Clicking 'Unmount Image' option on main user interface opens 'Welcome to unmount image wizard'. Click 'Next'. After Wizard finishes analyzing virtual drive, 'Summary' window opens. Click 'Process Now' button. Unmounting process starts and after the virtual drive is removed, 'Virtual drive unmounted successfully' message is displayed. Click 'OK' to return to main user interface. Shortcut You can also unmount virtual drive by using this shortcut method. Right click 'Stellar Mail Backup Drive'. Select 'Unmount Drive'.

36 View and save Log Report 'Log Report' option on main user interface helps you do tasks related to log report. Log window contains details such as date, time, source, destination, backup type and messages for different processes you have run using the application. With 'Stellar Mail Backup', you can view, save or delete Log Report. When you click 'Log Report' icon, following window opens up: To view Log Details, click 'Show Log Report'. This opens 'Stellar Mail Backup Log Report' window.

37 Click 'Save Log Report' to save Log Report. Enter file name and choose destination in 'Save As' dialog box that opens. Click 'Clear Log Report' button to delete Log Report. You will be asked for confirmation. If you choose 'Yes', Log Report will be deleted and a message to this effect will be displayed.

38 FAQ's 1. What is Backup task? While taking backup, a lot of things are taken into consideration, such as assigning password, setting notification, deciding whether to take incremental/differential or full backup, scheduling frequency, setting compression level etc. When combined, these settings associated with a particular backup make a backup task. 2. How is backup task helpful? You can use the concept of backup task to differentiate between most important and not so important mails. Suppose you have some important official mails loss of which can put you into serious trouble and some general mails loss of which is irksome but not troublesome. You can associate a backup task with most important mails in such a way that 'Stellar Mail Backup' backs up these mails everyday at a particular time while for less important mails, associate a backup task with a backup frequency of every week or every month. 3. What are full, incremental and differential backup? As the name suggest, full backup is a backup of every file on a file system whether that file has changed or not. It is the most time consuming, space intensive and the least flexible. Incremental backup is a backup of only data that have changed since last backup (full or incremental). A differential backup is a backup of only those files that have changed since the last full backup. 4. Does the 'Stellar Mail Backup virtual drive' works in the same way as other drives on my computer? Yes. You can open it, explore it in 'Windows Explorer' it and create shortcut for it. Just right click it to see all these options in drop down menu.

39 Stellar Phoenix Compact PST User Guide Version 1.0

40 Overview Microsoft Outlook data is stored in personal folders file that ends with PST extension. Almost all the data, one stores in various MS Outlook folders, goes in to PST file linked with that profile. Outlook PST file, also known as Outlook Data File contains all items like e mails, alerts, to do lists, tasks, journals, notes, contacts. Protecting this data is crucial since it contains confidential, personal and financial information. One of the major threats to Outlook PST file is its becoming oversized. PST files can be compressed to recover from this situation. Stellar Phoenix Compact PST is designed to compact the size of PST files using powerful algorithms. The application performs deep scan of the PST file and compacts all the e mails, calendar, contacts, tasks, and notes. Key Features Stellar Phoenix Compact PST is a 100% result oriented tool to compact Outlook PST files. Software can extract the attachments and saves them in a new folder. Interlinking of the compacted PST file and attachments is preserved. Software extracts the attachments, compresses them in zipped file (.zip file) and saves them in a new folder. Interlinking of compacted PST file and attachments is preserved. Software can compact PST file without saving the attachments. This option will remove all attachments in the compacted PST file. Application can compact any PST file of MS Outlook 2000/XP/2003/2007/2010/2013. Application can empty Deleted Items folder while performing any compaction option. Application can empty Junk E mail folder while performing any compaction option. Application also removes unused space. The software never deletes or modifies data in original PST file. It creates a new PST file. Stellar Phoenix Compact PST can compact only working PST file.

41 How to Update? There are periodical software updates provided by Stellar Information Technology Private Limited for Stellar Phoenix Compact PST software. Software updates should be done to keep the software up todate. Updates can be a newly added functionality, new feature, new service or any other information that can be important for improvement. Stellar Phoenix Compact PST software can be updated over internet. Note that, demo version can not be updated. To update the application, follow these steps. Start application. Click on 'About' ( ) icon. 'About Stellar Phoenix Compact PST' dialog box is displayed. Click on 'Check for Updates' link. 'Update Wizard' dialog box is displayed.

42 Click 'Next' button. A busy timer shows that updates are being searched. If it finds any new version, a message indicates the availability.

43 If a message is displayed that application has all latest updates. Click 'Cancel' button to close wizard. Else, Click 'Next'. The software will start downloading the update files from the server. When the process is complete, software will upgrade to latest version.

44 Compact Options E mails in the MS Outlook PST file may have attachments in them. Stellar Phoenix Compact PST gives four options for attachments that can be set while compacting a PST file. Stellar Phoenix Compact PST allows to extract attachments from PST file and save them in a new folder either in original form or in compressed zip format. Options to remove all attachments while compacting PST file are also available. Four compact options available in the application are: Compress all attachments in new PST file Extract and save attachments to a folder (no interlinking is lost) Extract, compress and save attachments to a folder (no interlinking is lost) Remove all the attachments in new PST file

45 Advance Compact Options When e mails are deleted in MS Outlook, the space occupied by them remains allocated. This space can grow up to large size in short span of time. Oversized PST files are more likely to corrupt than normal sized files. So, unused space must be released. Stellar Phoenix Compact PST application helps in removing unused space while compacting PST file. It also provides an option to remove deleted items and junk mails from their respective folders. Three advanced compact options available in the application are as follows: Remove Unused Space. Empty Deleted Items folder. Empty Junk E mail folder.

46 Select PST file To select a PST file, follow these steps. Start 'Stellar Phoenix Compact PST' application. Click on 'Compact PST File' icon.

47 Click 'Select PST' button. 'Open' dialog box is displayed. Browse for file location, select file and Click 'Open' button.

48 Click 'Destination'. Select the location where compact file will be saved. Default destination path is same as source path. Choose any of the 'Compact Options' to compress PST file. Choose 'Advance Compact Options' to remove items. Click on 'Compact' button to continue.

49 Find PST files Stellar Phoenix Compact PST software gives an option to search a drive volume or a specified folder. All PST files available at that place are shown. Any of these files can be selected for recovering. To search a drive or a folder, follow these steps. Start 'Stellar Phoenix Compact PST' software application. Click on 'Compact PST File' icon.

50 Click on 'Find PST' button. 'Find PST File' dialog box is displayed. Click on 'Search in folder' button, 'Browse for Folder' window is displayed.

51 Select the folder in which search is to be done and then click 'OK'. Path of source file is displayed in the 'Look in' list box. Deselect 'Search in Sub folder' option to stop application from searching sub folders of the selected folder. Click 'Start' button to start searching files. A message box is displayed showing the number of files found. Click 'OK' to close the message box. PST files are displayed in the Search Results.

52 PST file can be searched in logical drives. To search PST file in logical drive, select the drive and click 'Start' button. Click on the file that is to be compressed. Click 'Next' button. File path is displayed in the 'Select Outlook Data File (.PST)' box.

53 Choose any of the 'Compact Options' to compress, save, or remove attachments of e mails in selected PST file. Choose 'Advance Compact Options' to set options for deleted and junk mails. Click on 'Compact' button to continue.

54 Compact PST files Stellar Phoenix Compact PST software compresses the PST files and decrease the size acquired by them in the disk. This enhances greater use of memory and also saves PST files from being corrupted. To compact a PST file, follow these steps. Select the PST file. If do not know the path of your file, then you can search it by 'Find PST' option of the application. Click on 'Destination' button to specify the location where the compressed file will be saved. By default it is at same location as the source PST file. Choose any of the 'Compact Options' available for attachments. Choose any of the 'Advance Compact Options' as per your preference. Click on Compact button to start the compression process. A progress bar shows the advancement of the process.

55 On completion of process a summary dialog box is displayed that shows the details of the compacted file. The compact file name is same as the source file suffixed with Compact [serial number]. Move to the destination folder to import the compacted PST files.

56 Import PST files To import PST file in Microsoft Outlook: 1. Open Microsoft Outlook. On the File menu, select Import and Export. 2. In the Import and Export Wizard, select Import from another program or file, click Next. 3. In the Import a File box, select Personal Folder File (PST), click Next. 4. Click Browse to locate the PST file that needs to be imported. In the options box, select an appropriate option. Click Next. 5. In the Import Personal Folders dialog box, select the folders that should be imported in Microsoft Outlook. Click Finish.

57 FAQs 1. What is Stellar Phoenix Compact PST? Stellar Phoenix Compact PST is a software application that helps in reducing the size of MS Outlook PST files. It has various options for attachments of mails that can be selected for compaction. Unused space taken by deleted items can also be wiped by help of this application. 2. What is need to compact PST files? MS Outlook stores all the data i.e. e mails, personal data, calendar, tasks, etc. in a PST file. Eventually this file becomes oversized with time. Also, when we delete items in any of the folders of a PST file, space allocated to them is kept intact. Hence, there is no difference to size. Oversized PST files are prone to corrupt so they must be compacted whenever oversized. Stellar Phoenix Compact PST compacts size and deletes unused space of PST files. 3. Can I extract all my attachments in a separate folder while compacting the PST file? Yes, you can extract the attachments in a separate folder. To do this, choose the Extract and save attachments to a folder option in the Compact Option before starting the compact process. Interlinking of the attachments and PST file is preserved after compaction. 4. Can I get a PST file after compaction that has only the messages and no attachments? Yes, you can get it by choosing the Remove all the attachments in new PST file option in the Compact Option before starting the compact process. The compacted PST file will have only messages and other items but no attachments. 5. I do not want any item in my Deleted items folder after compacting the PST file? How to do this? You can empty Deleted Items folder in the compacted PST file. To do this, select the Empty Deleted Items folder option in the Advance Compact Option before starting the compact process.

58 6. Can I delete all the junk items in my compacted PST file? Yes, you can empty the Junk Items folder in PST file. Choose Empty Junk E mail folder option in Advance Compact Option to do this. 7. How to import the compacted PST file in MS Outlook? Import the PST file in MS Outlook application to view it. To do this, 1. Open Microsoft Outlook. On the File menu, select Import and Export. 2. In the Import and Export Wizard, select Import from another program or file, click Next. 3. In the Import a File box, select Personal Folder File (PST), click Next. 4. Click Browse to locate the PST file that needs to be imported. In the options box, select an appropriate option. Click Next. 5. In the Import Personal Folders dialog box, select the folders that should be imported in Microsoft Outlook. Click Finish.

59 Stellar Phoenix Compact PST User Guide Version 2.0

60 Overview Stellar Phoenix Compact PST helps in compressing PST file on MS Exchange Server. The software allows the users to automatically manage incoming and outgoing mail attachments. Stellar Phoenix Compact PST gives various options to manage mail attachments. By help of Stellar Phoenix Compact PST, user can replace the extracted attachments with a shortcut in the mails, compress the attachment in the mail itself, or extract and compress the attachments to a separate folder. Extracted attachments can also be restored in the mails by help of the software. Moreover, you can schedule the application to run at a preset time of week day(s). The software adds itself to MS Outlook application tool bar for quick launch. The software allows users to select specific attachment extraction and compaction method. Key Features Compacts.PST files Extract attachments and replace it with shortcut link to extract attachment file Stellar Phoenix Compact PST is installed as Add Ins application in MS Outlook Compacts incoming and outgoing e mails No need to close MS Outlook during compaction process Extracts and compresses attachments Extract attachments and save it to separate location Can be used both with Microsoft Exchange server and POP3 Internet mail

61 How to Update? There are periodical software updates provided by Stellar Information Technology Private Limited for Stellar Phoenix Compact PST software. Software updates should be done to keep the software up todate. Updates can be a newly added functionality, new feature, new service or any other information that can be important for improvement. Stellar Phoenix Compact PST software can be updated over internet. Note that, demo version can not be updated. To update the application, follow these steps. 1. Start application. Click on 'About' icon. 'About Stellar Phoenix Compact PST' dialog box is displayed. 2. Click on 'Check for Updates' link. 'Update Wizard' dialog box is displayed. 3. Click 'Next' button. A busy timer shows that updates are being searched. If it finds any new version, a message indicates the availability. 4. If a message is displayed that no updates are available. Click 'Cancel' button to close wizard. 5. Click 'Next'. The software will start downloading the update files from the server. When the process is complete, software will upgrade to latest version.

62 Compact Options E mails in the MS Outlook PST file may have attachments in them. Stellar Phoenix Compact PST gives three options for attachments that can be set while compacting a PST file. The application allows to extract attachments from the mail and save them in a new folder either in original form or in compressed zip format. A shortcut to the extracted attachments is left in the mails. The three compact options available in the application are: Extract and save attachments to a folder. A shortcut to the saved attachment is left in the mail. Compress the attachment in the mail itself. Note that once the attachments are compressed they cannot be restored in their original form. Extract, compress and save attachments to a folder. A shortcut to the saved attachment is left in the mail.

63 Works as Add Ins Application When Stellar Phoenix Compact PST software is installed, no desktop icon or link in program file menu is added. A link to the software is added in MS Outlook application tool bar, in the form of icon. Also, a link is added in MS Outlook menu option. To start Stellar Phoenix Compact PST application, follow these steps, 1. In MS Outlook application, Click on the Stellar Compact Options link in MS Outlook tool bar. Or, On Tools menu, click Stellar Phoenix Compact PST.

64 Compacts Incoming and Outgoing Mails Stellar Phoenix Compact PST gives an option to set the application to extract attachments or compact attachments. These options can be set to run automatically on incoming and outgoing mails. Attachments from the incoming mails are automatically detached and saved in a folder. Same process can be applied for outgoing mails. Both the activities run without any user intervention. Compaction of mails in Inbox and Sent Items folder can be done by running the Stellar Phoenix Compact PST process manually.

65 Log Report Log report helps to analyze the process and activities executed by user and the application. Stellar Phoenix Compact PST gives an option to save the log report of all its activities as text. To save log report shown at end of the process, follow these steps, 1. Click Save Log button in the application. Save As dialog box is displayed. 2. Select location and type a name for the log file. 3. Click Save. A message confirms the save process. 4. Click Close button to close the log window.

66 Compact PST Files Stellar Phoenix Compact PST software compresses the PST files and decrease the size acquired by them. This enhances greater use of memory and also saves the Outlook data files from being corrupted. To compact an Outlook data file, follow these steps, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Settings tab. By default, this tab is in active position. 3. In the Compact, Extract and Restore Options section, Select Compact Outlook Data File option. 4. Choose any of the 'Compact Options' available for attachments. 5. In Filter Attachments section, select the check box if you want to Filter Attachments of Specific File Types from Being Extracted. 6. Apply Settings. 7. Select attachments storage path. 8. Click Save Settings button to apply the settings. If you don't save the settings, the application will run according to the settings saved previously. 9. Click Run Process button to start the process. A progress bar shows advancement of the process.

67 10. On completion of process, a Log report is displayed that shows the details of the process.

68 Extract Attachments of Mails Stellar Phoenix Compact PST gives an option to extract attachments from the mails without making any changes to the mail and the attached files. You can save the attachments at your preferred location. To extract attachments of mails, follow these steps, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Settings tab. By default, this tab is in active position. 3. In the Compact, Extract and Restore Options section, Select Extract attachments of mails. Mails remain intact option. 4. In Filter Attachments section, select the check box if you want to Filter Attachments of Specific File Types from Being Extracted. 5. Apply Settings. 6. Select attachments storage path. 7. Click Save Settings button. If you don't save the settings, the application will run according to the settings saved previously. 8. Click Run Process button to start the process. A progress bar shows advancement of the process. 9. On completion of process, a Log report is displayed that shows the details of the process.

69 Extract Attachments of Mails in different folder To compact PST file, follow these steps, 1. Select the PST file. 2. Select 'Compact Options', Compress all attachments in new PST file Choose this option to compact attachments and e mails to a single new PST file. Extract and save attachments to a folder Choose this option to save attachments of items in a folder without compressing them. After compaction, the attachments will remain linked to the respective items. Extract, compress and save attachments to a folder Choose this option to extract attachments and save them in compressed zipped format (zip file), in a separate folder (interlinking of the attachments and their respective items is preserved). Remove all the attachments in new PST file Choose this option to compact PST file without saving attachments. This option will remove all attachments from compacted PST file. 3. Select the 'Advance Compact Options', Remove Unused Space This option removes unused space that is left un allocated after deleting mails in MS Outlook. This option is default selected. Empty Deleted Items folder Deleted mails reside in the 'Deleted Items' folder of MS Outlook. Select this option to delete the content of 'Deleted Items' in compacted PST file. Empty Junk E mail folder Choose this option to delete content of 'Junk E mail' folder in compacted PST file. 4. Click 'Compact' button to start compaction process. 5. On completion of process, a summary dialog box is displayed that shows the details of compacted file. Compacted file name is same as the source file suffixed with Compact [serial number]. 6. Move to destination folder to import compacted PST files.

70 Restore Attachments of Mail After you have extracted your mail attachments, a shortcut is left with the mails. Stellar Phoenix Compact PST software gives an option to restore the extracted attachments to the mails. Shortcuts to the attachments will be replaced by the attachment files. To restore attachment of mails, follow these steps, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Settings tab. By default, this tab is in active position. 3. In the Compact, Extract and Restore Options section, Select Restore attachments of mails option. 4. Select attachments storage path. 5. Click Save Settings button. If you don't save the settings, the application will run according to the settings saved previously. 6. Click Run Process button to start the process. A progress bar shows advancement of the process. 7. On completion of process, a Log report is displayed that shows the details of the process.

71 Filter Attachments of Specific File Types from Being Extracted While extracting attachments from the mails you can restrict attachments of certain file types from being extracted. Attachments of the specified types remain intact in the mails. To filter attachments of some specific file types from being extracted, follow these steps, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Settings tab. By default, this tab is in active position. 3. In the Compact, Extract and Restore Options section, Select the extraction option. 4. In the Filter Attachments section, select Filter attachments extensions not to be processed in extraction option. Filter Attachment Extension dialog box is displayed. 5. Filter Attachments dialog box shows a list of extensions that are to be ignored while extraction. To add a file extension, o o Type a file type in Enter extension you want to exclude: text box. o Click Add button. Added file type will be shown in the 'Excluded Extensions' list. To remove a file type from the list, o Click on the file type in the Excluded Extensions list.

72 o Click Remove button. 6. Click OK button for the changes to take effect. Or, click Cancel button to undo the changes and close the dialog box. 7. Click Save Settings button. If you don't save the settings, the application will run according to the settings saved previously. 8. Click Run Process button to start the process. A progress bar shows advancement of the process. 9. On completion of process, a Log report is displayed that shows the details of the process.

73 Extract Attachments According to Hierarchy Extracted attachments are saved in a folder at the default path saved in the Stellar Phoenix Compact PST application. By default, hierarchy of the attachments is not maintained and all the folders are saved at same level. If you want to save the attachments according to their hierarchy, the application gives you an option to do this. To save attachments according to their hierarchy in the mail, follow these settings, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Settings tab. By default, this tab is in active position. 3. In the Compact, Extract and Restore Options section, Select the extraction option. 4. In the Attachments Saving Option, Select Save processed attachments as per folder hierarchy option. 5. Click Save Settings button. If you don't save the settings, the application will run according to the settings saved previously. 6. Click Run Process button to start the process. A progress bar shows advancement of the process. 7. On completion of process, a Log report is displayed that shows the details of the process.

74 Apply Settings to Incoming and Outgoing Mails After making all the changes and selection the required options, you can set the application to perform the set options only on incoming mails or on outgoing and moved mails. To apply the settings only to incoming mails or to outgoing and moved mails, follow these steps, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Settings tab. By default, this tab is in active position. 3. In the Compact, Extract and Restore Options section, Select the extraction option. 4. In the Apply Settings To option, 5. Select Incoming Mails option if you want to save the settings for incoming mails. 6. Select Outgoing Mails & Moved Mails option if you want to save the settings for outgoing and moved mails. You can also select both the options. 7. Click Save Settings button. If you don't save the settings, the application will run according to the settings saved previously. 8. Click Run Process button to start the process. A progress bar shows advancement of the process. 9. On completion of process, a Log report is displayed that shows the details of the process.

75 Select Storage Path for Attachments Stellar Phoenix Compact PST gives an option to select a folder where the extracted attachments from the mails will be saved. To select storage path for attachments, follow these steps, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Settings tab. By default, this tab is in active position. 3. In the Compact, Extract and Restore Options section, select the options. 4. Click Browse button in Select attachments storage path section. 5. Select the folder where you want to save the attachments. 6. Click Save Settings button. If you don't save the settings, the application will run according to the settings saved previously. 7. Click Run Process button to start the process. A progress bar shows advancement of the process. 8. On completion of process, a Log report is displayed that shows the details of the process.

76 Select Folders on Which the Settings Will Take Effect You can select specific folders of MS Outlook on which you want the settings for extraction and compression to take place. The saved settings will be applicable only on the selected folders. To use this option, follow these steps, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Apply To tab. Select Folders section is displayed in the application window. 3. In the Select Folders section select the folders on which you want the settings to take place. By default, all the folders are selected. 4. Click Run Process button to start the process. A progress bar shows advancement of the process. 5. On completion of process, a Log report is displayed that shows the details of the process.

77 Change Attachment Path Folder If you want to change the attachments storage path while keeping the previously saved links for settings for compression and extraction, the application gives you an option to do this. To change path of the folder where attachments will be saved, follow these steps, 1. Click the Storage Settings tab in application. Update Attachments Folder Path section is displayed in the application window. 2. Current path for the storage of attachment is shown. Click Browse button in the New Attachment Folder Path section. Select the folder where you want to save the attachments. 3. Click Update Path button for the settings to take effect. It is best to select the root node as path for saving the attachments.

78 Schedule Settings for the Application Stellar Phoenix Compact PST can be set to start automatically at a preset time and date. You can set the application to run every time MS Outlook is started, or to run on specific days in a week at a preset time. To schedule the Stellar Phoenix Compact PST, follow these steps, 1. Run Stellar Phoenix Compact PST Application. 2. Click the Settings tab. By default, this tab is in active position. 3. In the Compact Scheduler section, select Schedule settings for compact 'Outlook Data File' option. Compact Scheduler dialog box is displayed. o To compact Outlook data file every day at start of MS Outlook application, o In the Everyday At section, select Start of MS Outlook. 4. To compact Outlook data file on specific days of week at a specified time, o In the Specified Day & Time section, select the time. o Select the days on which you want to run the application automatically. 5. Click OK button. You can view the scheduled tasks by opening the Scheduled Tasks folder in System Tools option of Start menu.

79 FAQs 1. What is Stellar Phoenix Compact PST? Stellar Phoenix Compact PST is a software application that helps in reducing the size of PST files on MS Exchange Server and managing the attachments. It has various options for attachments of mails that can be selected for compaction and extraction. 2. What is need to compact PST files? MS Outlook stores all the data i.e. e mails, personal data, calendar, tasks, etc. in a PST file. Eventually this file becomes oversized with time. Oversized PST files are prone to corrupt so they must be compacted whenever oversized. Stellar Phoenix Compact PST compacts size. Also sometimes we need to collect all the attachments at one place for personal review. Stellar Phoenix Compact PST gives various options to manage attachments. 3. Can I extract all my attachments in a separate folder while compacting the PST file? Yes, you can extract the attachments in a separate folder. To do this, choose the Extract attachments and leave shortcuts in mails in Compacting Option before starting the compact process. The attachments are left as shortcut links in the mails. 4. Can I have restore the shortcut links of attachments? Yes, you can restore the shortcuts by choosing the Restore Attachments of mails option in the Compact Outlook Data File section of the application. 5. I want to run the software on selected folders of PST files. Can I choose some selected mailbox folders in the application? Yes, you can apply extraction and compaction settings on selected folders. To do this, select the Apply To tab and select the folders on which you want the settings to take effect.