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PST backup plan!!!Help.

Dear all expert,

Below is my company network environment explaination.

1. 3 companys with using Microsoft outlook 2002.
2. Company A(MainOffice), Company B & Company C(Child company)
3. Company A have Microsoft Exchange server which is install in windows 2003 std & All user A,B & C are connected to the Exchange Server to send & receive mail. OS that users that using are win 98 & winXP.
4. Due to our company policy all user mail can't exceed 30MB in the server, so we are encourage them to create personal forlder(PST) in microsoft outlook for save their importance mail.
5. For company A we have around 120 staffs, Company B 35 staffs & company C 35 staffs are log in as novell ID(file server) & connect to our exchange server.
6. We are planning to do PST backup for all staff in my company.

Can someone give some ideal for me how to do the pst backup in my company environment?
Please kindly keep explaination, information provide such as what hardware & software needed?
Beside, if possible please kindly provide the network diagram for me to refer.

If above explaination of my company network environtment not clear, please do not hesitate to mail me or post here.

This is very important & Argent issue. Please kindly provide you professional opinion, experienced & solution. I would really appreaciated with your kindly helpful.


8 Solutions
Ron MalmsteadInformation Services ManagerCommented:
configure offline folder syncronization at the client, and auto archive....

This will archive old mail on a pst at the client machine (archive.pst)...and keep a cached copy of the mailbox(outlook.pst).
Also set clients to empty deleted items on exit.

PS: 30 megs..isn't very much space...maybe you should add another drive to your server so space won't be an issue....
exchange std has a store limit of 2gigs.....however, you can split it up into multiple stores......exchange enterprise has no limitation on store size.

YapAuthor Commented:
thanks for your infor.

The above mentioned by you already in progressing.

Company need the staff do the PST backup to the server instead of stores at local hardisk. company want standardise the PST backup.

what i facing what PST backup plan i need to propose to management?

pls help.
why not have all the pst folder sits in the server
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YapAuthor Commented:
how to implement it? please explain clearly and provide support information!

Please kindly keep explaination, information provide such as what hardware & software needed?
Beside, if possible please kindly provide the network diagram for me to refer.
If your business requires that people keep all their emails, then perhaps your company needs to look at either 1)increasing mailbox size, adding stores, 2)using public folders for archiving or 3) looking into an exchange archiving system, such as one at www.gfi.com/wm

There are a few reasons why using PST's will become an administrative nightmare for you and your users:

1. You'll have to decide if you want the pst's to be stored on a network share, or locally on the machine.  If you decide to go with a network share, the mobile users will not be able to access their pst when working offline.  If you store the pst locally, you will need to configure your backup program to back up the pst's from each machine, think about that.  Saving the PST's in a foler in the users home directory on the network would be your best option for backup, as youre probably already backing up those folders.

2. PST's become increasingly corrupt as they gain file size.   PST's have a 2GB limit.  http://www.brienposey.com/kb/pst_maintenance.asp  Saving important mails in PST's will eventually lead to someone loosing important data.
Hello.  Outlook 2003 went to a UNICODE format to break the 2Gb limit; it's limit is now more than 20 Gb (http://support.microsoft.com/default.aspx?scid=kb;en-us;830336).

As far as implementation, it's pretty simple.  
This link is to a detailed explanation for .pst implementation: http://support.microsoft.com/default.aspx?scid=kb;en-us;829971

The following is a general explanation:
Ensure each user has a mapped drive to a network server and that the drive has a secured location for each user's .pst file.  You don't want others compromising the data.
In Outlook, go to Tools --> Options --> Mail Setup TAB --> Data Files BUTTON
Add the .pst, and choose the network drive as the location.
If you have mobile users, they can synchronize; they probably already do.
Just ensure that you backup the .pst files; also ensure the users' machines are off or disconnected from them during the backup.

It can be a pain to back these files up and manage them.  Veritas just bought KVS and has a solution for archiving email and getting rid of .pst files altogether, but the solution is very expensive, and from the sound of it, your company is trying to not spend any money to rsolve this issue.
They're not using 2003 yet though.  And pst's, like mdb's cant be synched with offline files
Steve McCarthy, MCSE, MCSA, MCP x8, Network+, i-Net+, A+, CIWA, CCNA, FDLE FCIC, HIPAA Security OfficerIT Consultant, Network Engineer, Windows Network Administrator, VMware AdministratorCommented:
I just have all the pst files put in the User's home directory which is backed up by the server's backup to tape nightly.
It sounds like the users have already created their own .pst files on their workstations. You need a simple and fast way to copy them. I would use a login script. My solution has been tested with an Active Directory environment, I don't know about Novell, but you could test it. My solution will copy the .pst to a network share or you can modify it to copy where ever you want. We use kixtart for login scripts. www.kixtart.org 

How to setup KiXtart with Active Directory
Go to www.kixtart.org and download the kixtart program.
On your domain controller there should be a share called netlogon.
Extract the kixtart program files into the netlogon share folder.
If you have multiple Domain Controllers, make sure this folder is replicated to the other DC's or copy to each DC.
This is where the user will run the kixtart.exe from.
If you don't have that share, you can create a share elsewhere and point to it in Active Directory. I'll describe that later.

Creating the user script.
I will post another reply with the script, copy the script in my following post into a .txt file and rename it as a .kix file i.e. login.kix
Place the login.kix file in the netlogon folder share.

Open Active Directory Users and Computers mmc console. Browse to OU container holding the users. Under the user properties click the profile tab and enter this line into the login script box.
kix32.exe login.kix

If you have to modify the login script for multiple users, this can be done within the Active Directory Users and Computers mmc console. Browse to the OU with the users and select all the users you want to modify. Right click and choose properties. You should have a window pop up that's labeled Properties on multiple objects. It looks just like a user profile box, but it will change the settings on the multiple objects.

Now, if you don't have a netlogon share you can create a share elsewhere. Extract the kixtart program into that share and copy the login.kix file there too. Below is a path to a server with folder shared as "kix"

If you place the share elsewhere, you will have to put this path in the login script box instead.
\\server01\kix\kix32.exe "\\server01\kix\login.kix"

Notes about the following script. Right now it performs an incremental backup. If outlook is open when it is run, it kills the outlook process. Its backup is pointed to a single server. This would be bad if the users attempted to backup on a slow/out of office connection. On the backup server, each user must have a shared folder that matches their logon name. For us, that username folder is mapped as the u:\ drive. In the script the u:\ path is specified for the backup path. You could change it to \\server01\backup\@userid
Options if you want that I can add, the script will check to see if it is on a local subnet that the user is supposed to be at. (remote user).
;Document and PST backup script
;*****Error Log and Outlook variables
$computer = @wksta
$processname = "OUTLOOK.exe"

$regkey="HKCU\Software\Microsoft\Windows NT\CurrentVersion\Windows Messaging Subsystem\Profiles"
;*****Kill Outlook if it''s running
?"PST Backup process is running!"
?"Please wait for this window to close before opening any new Windows!"
?"Thank You...."
Sleep 2

;***** Setting Variables
$regkey=$regkey + "\" + $prof + "\"
$index = 0
$keyname = EnumKey($regkey, $index)
Color n/n
;***** Finding PST Files via Registry
While @error=0
$2k3pst = ReadValue($regkey + $keyname,"001f6700")
If @error = 0
      $cmd="xcopy.exe" + " " + '"$2k3pstcon"' + " " + '"$uexchangepst\"' + " /d /e /c /h /y"
      Shell "%COMSPEC% /c " + $cmd
$pst = ReadValue($regkey + $keyname,"001e6700")
If @error = 0
      $cmd="xcopy.exe" + " " + '"$pst"' + " " + '"$uexchangepst\"' + " /d /e /c /h /y"
      Shell "%COMSPEC% /c " + $cmd
$pab = ReadValue($regkey + $keyname,"001e6600")
If @error = 0
      $cmd="xcopy.exe" + " " + '"$pab"' + " " + '"$uexchangepab\"' + " /d /e /c /h /y"
      Shell "%COMSPEC% /c " + $cmd
 $index = $index + 1
 $keyname = EnumKey($regkey, $index)
Color y+/n
Color y+/n
at (10,20) "Backup is complete"
sleep 10
;*****RegHextoAscii UDF*****
Function RegHextoAscii($data)
      Dim $return, $i, $hex
      For $i = 1 to Len($data) STEP 2
            $hex = "&" + SubStr($data,$i,2)
            $return = $return + Chr(Val($hex))
      $reghextoascii = $return

Function KillActiveProcess($ProcessName)
$KillActiveProcess = "Process Not Found"
$processes = GetObject("winmgmts://" + @WKSTA).InstancesOf("win32_process")
 For Each $process in $processes
      If $process.Name = $ProcessName
      $ = $process.Terminate
      $KillActiveProcess = "$ProcessName Process Terminated"

As for the backin up itsself.
It's possible to run a script whenever you log into novell.
Get a script (batchfile) which checks for a specific file (the pst!) and if it is not there creates places it on the server.

That'll back it all up.

Then tape that. As sam pointed out above.
"They're not using 2003 yet though.  And pst's, like mdb's cant be synched with offline files"  That is incorrect.... PST can't be synched by default, but just like anything else you can change the default values.  By default you can't synch   *.slm; *.mdb; *.ldb; *.mdw; *.mde; *.pst; *.db? files.   See Below:


Hello Yap,

You can install Mobiliti's backup product, Continuity@Work on each user machine. You can then create a backup project to backup the user's pst file to the destination of your choice. The built in deployment kit of the product can be used to deploy projects and preferences to several users at one go. You can schedule backups so that the user need not remember to perform this task. The process can be made completely automatic and transparent. Also for pst files, after the first full copy, the subsequent backups are incremental.
For more information refer to the following links:

Hi.  How's it going?
Personal Folders (pst file) backup :


Just have this on all the workstations, it's a 2second install, ensure they have a shared network resource (like a home dir that is mapped by the logon scripts) and then use pfbackup to copy the local pst file to the share.

Simple as that.

If I need to explain more please let me know.

I don't understand how it makes sense to restrict storage on the mail server and then allow + encourage the users to exceed the limits on their own and still replicate / backup their files? If you have storage limitations, you'll have them on the whole line - including the backup. if you don't have limitations there, you should really enforce a one-location storage rule for mail, by raising the limits on the mailboxes at the server level.

You really need to propose a clean solution (that's what the exchange server is for!) instead of diversifying and making more headaches for the IT dept. ... not to mention the accountability (ouch!): what happens when the legals need "this specific email" which is either on the exchange server or in one of the 190+ PST-files? Don't make your job harder!
Hi Yap :-),
Since we haven't heard from you for a couple of days could you please give us an update on the status of this question?
See:  http://www.experts-exchange.com/help.jsp#hi51 Thank you, turn123's friendly update request script.
Offtopic comments about this script to http://www.experts-exchange.com/Applications/Q_21188389.html please :-).
There are multiple suggestions that would work, so splitting the points on participants would work too.
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