How MS Outlook is a Risky Component for Organizations

Users rely on Microsoft Outlook to send/receive emails, maintain contacts, schedule meetings or appointments, and more. Outlook stores all such data in a PST (Personal Storage Table) file. Such PST files quickly multiply in size, as the entire Outlook data just moves to these files.  Though MS Outlook is a reliable tool; however, this sometimes creates some horrible situations, if the PST file size limit imposed by the application is not kept track of. Consequently, the PST file poses various risks to organizations. Below is a detailed discussion on the factors that bring complications to information management due to PST file.

PST Files Store Critical Information

Since all the Outlook data is stored in PST file, it naturally contains business-related information, such as customer details, financial information, personal data, business plans, important communications, etc. A bad thing about PST file is that it is stored locally on user's computer that makes it impossible for IT management to find and manage the business-critical information if needed.

PST Files Affect Backup

Most of the times, users have the backup copies of documents and other data in PST files. The situation multiplies, if it is about thousands of employees in an organization. Moreover, when a PST file is opened, it needs to be backed up. A PST file of all employees may grow unexpectedly huge, and hence affects the backup server performance.

PST Files are Corruption Prone

The most annoying thing about PST file is its corruption-prone nature; there are various reasons of corruption though. PST files have specific limits for data storage, such as Outlook 2002 and previous versions allow PST to contain 2 GB data, PST file in Outlook 2003/2007 can store 20 GB of data, while Outlook 2010 and Outlook 2013 PST is capable to store 50 GB worth of data. However, organizational data is never limited and just increases every day. When the prescribed PST limit is reached or exceeded, the file becomes corrupt. Imagine the situation by bringing a group of hundreds or thousands of employees into the picture; this is where PST does not really make a difference, rather puts the data at risk.

When corruption occurs, the file naturally becomes inaccessible and the data is lost until the file is repaired. To repair a corrupt PST, Outlook offers an inbuilt utility named 'Inbox Repair Tool', which is saved in user's system. However, the next punch is that the utility is unable to handle severe cases of corruption, or it might get corrupt in certain cases and the file remains inaccessible. Well, the problem can be resolved by using a professional PST recovery software application, designed for handling all levels of corruption and that is how all the lost data can be re-accessed. One such application is Stellar Phoenix Outlook PST repair.

This tool is available on following website:

Besides the PST file size limit, there are various other causes of corruption, such as abrupt system shutdown, header corruption, virus infections, Outlook termination, etc. In any case, you just need to repair the file.

These are the most common aspects that demonstrate how a PST file can be risky in an organizational environment. The risk imposed by corruption may be reduced by taking good care of PST file, specifically its size.

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