Why MS Outlook is the most preferred Email application

Since email service is the cheapest, quickest, and the most reliable means of communication and information exchange over the Internet, many organizations use MS Outlook as their default email client application. MS Outlook is a component of MS Office suite, which relies on MS Exchange Server to store and manage your Outlook mailbox data (such as Emails, Contacts, Calendar, Tasks, Notes, Journals, and more) in an EDB file. However, an Exchange Server database file may contain multiple EDB files, each having its corresponding STM file as well. Well, a file with .stm as its extension stores the Internet data written in a special format, which remains unchanged over exchange server. Since EDB file are associated with the Exchanger Server, It is the sole responsibility of the Network Administrator to maintain and manage its operations.

As you know that MS Outlook is a client application that facilitates mailing service right from your computer desktop without having any requirement to provide username and password, it stores your Outlook mailbox data on your local computer as well. You can find this database at its default location, i.e.

“C:\Documents and Settings\UserName\Local Settings\Application Data\Microsoft\Outlook\outlook.pst”

Note: Here, the UserName refers to your computer’s name.

Well, ‘Outlook.pst’ (the Personal Storage Table file) is the Outlook data file that stores your mailbox data (such as emails, contacts, calendar, tasks, notes, and more) on your personal computer. Since MS Outlook facilitates configuring and accessing multiple email accounts concurrently, you can access these mailboxes even when your Outlook app is not connected to the Internet. In fact, you can read, compose, and save the composed mails in the Draft folder being offline.

In case you are offline, (i.e. your Outlook is not connected to the Internet) and you need to access some recently received email messages, you may ask the administrator for the same. In this regard, he has the privileges to access your online mailbox and export the required mails from EDB to PST file, which you can easily import into your Outlook app. On the other hand, if you make some changes in your offline mailbox, they are synchronized with the corresponding online mailbox as soon as the Internet connectivity is reestablished. Apart from the advantageous features of MS Outlook, there are some major advantages of using MS Outlook, as described below:

1) As you know that Outlook PST file is stored locally (i.e. on your personal computer), you can keep it as backup of your mailbox data. In this regard, based on the size of the PST file, you can write this file to a CD/DVD for permanent storage.

2) MS Outlook facilitates setting a Password to the PST file associates with your mailbox, which makes your mailbox data secure enough.

3) You not only can use the PST file associated with your Outlook mailbox as its portable copy, but also can import this PST file to any computer having Outlook installed on it.

4) As you know, the PST file is an archive that nobody can access without having Outlook application install on his computer.

With a slew of advantageous features of MS Outlook, nobody will want to quit using it. Moreover, you can access your mailbox even being offline. In order to access latest email messages, the administrator can export the required emails from EDB to PST file using required professional application, which you can import into your Outlook app.