Instructions for basic steps to backup Outlook data

As a basic rule, all the received email data is in the * .pst file of Outlook and therefore we just need to copy the * .pst file to a safe location.

As a basic rule, all the received email data is in the * .pst file of Outlook and therefore we just need to copy the * .pst file to a safe location. The article will show you the most basic steps to backup email data on Outlook before you proceed to reinstall your computer.

4 steps to backup basic Outlook

  1. Backup Outlook data in * .pst file
  2. Backup Outlook data and other options are not stored in the .pst file
  3. Backup or copy mail, contacts and other data in Outlook 2000–2007
  4. Reset the Outlook account after reinstalling the computer

What is a * .pst file?

Basically, you can understand that the file * .pst is the main Outlook file that stores data, received items, sent items, notes, . On Outlook 2007, Outlook 2010 and Outlook 2013, and even Only RSS feed, all data is stored on this * .pst file.

File location * .pst

By default, the location of the * .pst file is stored at:

- Outlook 2007 and earlier versions on Windows XP, * .pst file located in:

 C: Documents and Settings% username% Local SettingsApplication DataMicrosoftOutlook 

+ Outlook 2007 and earlier on Windows Vista, Windows 7 and Windows 8, the * .pst file is in:

 C: Users% username% AppDataLocalMicrosoftOutlook 

- Outlook 2010 version on Windows XP, * .pst file located in:

 C: Documents and Settings% username% My DocumentsOutlook Files 

- Outlook 2010 and Outlook 2013 versions on Windows Vista, Windows 7 and Windows 8, pst files are in:

 C: Users% username% DocumentsOutlook Files 

Backup Outlook data in * .pst file

If you only use 1 Outlook account, the process of backing up the * .pst file is quite simple. All you need to do is search all the files with the extension * .pst in drive C by entering * .pst in the Search box on Start as shown below:

Instructions for basic steps to backup Outlook data Picture 1

Now the screen will display a list of search results.

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Alternatively, you can use another method, which is to log in to your Outlook account, then select File => Info => Account Settings (with Outlook 2010 version).

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In Outlook 2007, and earlier versions, select Tool => Account Settings.

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At this time, the Account Settings window will appear. Here you click the Data Files tab and then click Open File Location .

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Next, copy that * .pst file to any folder on your hard drive (usually another drive with the system drive).

Finally, move all the data to the * .pst file you just copied above.

Backup Outlook data and other options are not stored in the .pst file

Outlook stores the most important data in .pst files, but some settings are stored in separate files, which you can back up or copy. Below is the location of their default files:

Email signature

The email signature you created in Outlook. The .rtf, .txt and .htm files are named like the signatures in the following default location:

  1. Users [user] AppDataRoamingMicrosoftSignatures (Windows Vista or higher)
  2. Documents and Settings [user] Application DataMicrosoftSignatures (Windows XP)

Note : user : username

Send and receive profiles

These are the settings for sending and receiving calendars in Outlook. The .srs files (for example, Outlook.srs) are stored in the location:

  1. Users [user] AppDataRoamingMicrosoftOutlook (Windows Vista or higher)
  2. Documents and Settings [user] Application DataMicrosoftOutlook (Windows XP)

Email Stationery

Email Stationery (including background images and font settings). The .htm files (eg Garden.htm) are saved in the location:

  1. Program FilesCommon FilesMicrosoft SharedStationery (Windows Vista and above)
  2. Program Files (x86) Common Files Microsoft SharedStationery (Windows Vista or later, using Outlook 32-bit)
  3. Program FilesCommon FilesMicrosoft SharedStationery (Windows XP)

Messages (and other templates)

The email you saved as a template for reuse. The .oft files (eg Template.oft) are saved in the location:

  1. Users [user] AppDataRoamingMicrosoftTemplates (Windows Vista and above)
  2. Documents and Settings [user] Application DataMicrosoftTemplates (Windows XP)

Spelling check dictionary

This dictionary contains words you do not want the spell checker in Outlook to mark as misspellings. .Dic files (eg Custom.dic) are saved in the location

  1. Users [user] AppDataRoamingMicrosoftUProof (Windows Vista or higher)
  2. Documents and Settings [user] Application DataMicrosoftUProof (Windows XP)

Outlook printing style

Install the printer (including, for example, page size and header or footer text) for the emails you created in Outlook. OutlPrnt files are saved in the location:

  1. Users [user] AppDataRoamingMicrosoftOutlook (Windows Vista or higher)
  2. Documents and Settings [user] Application DataMicrosoftOutlook (Windows XP)

Install navigation pane

Optional Outlook navigation pane (such as favorites folder). The .xml files are named the same as Outlook profiles (for example: Personal.xml) saved in location:

  1. Users [user] AppDataRoamingMicrosoftOutlook (Windows Vista or higher)
  2. Documents and Settings [user] Application DataMicrosoftOutlook (Windows XP)

Outlook versions before Outlook 2010 have more than some installation files (information contained in .pst or .ost files starting from Outlook 2010):

Auto Complete List (Before Outlook 2010)

Address is recommended for email recipients in Outlook versions before 2010. The .n2k files (eg Personal.n2k) are saved in the location:

  1. Users [user] AppDataRoamingMicrosoftOutlook (Windows Vista or higher)
  2. Documents and Settings [user] Application DataMicrosoftOutlook (Windows XP)

Email filtering rules (before Outlook 2010)

Filter messages in Outlook versions before 2010. .rwz files are saved in location:

  1. Users [user] AppDataRoamingMicrosoftOutlook (Windows Vista or higher)
  2. Documents and Settings [user] Application DataMicrosoftOutlook (Windows XP)

Personal Address Book (Before Outlook 2007)

The address book is used with Outlook 97, 98, 2000 and 2002 versions. The .pab file is saved in the location:

  1. Users [user] AppDataLocalMicrosoftOutlook (Windows Vista or higher)
  2. Documents and Settings [user] Local SettingsApplication DataMicrosoftOutlook (Windows XP)

Backup or copy mail, contacts and other data in Outlook 2000–2007

To create a copy of mail, contacts, calendar and other data in Outlook, follow the steps below:

Step 1 : Move to the Outlook folder in Windows Explorer.

Step 2 : Highlight all files whose tail ends with .pst. Make sure your selection includes outlook.pst and archive.pst. If you have Windows Explorer configured to not display file extensions for known formats, find the Microsoft Office Outlook Personal Folders file.

Step 3 : Select Edit> Copy from the menu to copy the selected files. Open the folder where you want to place your backups in Windows Explorer. You should leave it on another computer, removable drive, on the Internet or at least on another hard drive.

Step 4: Select Edit> Paste from the menu to paste your .pst files into the backup location.

Reset the Outlook account after reinstalling the computer

To reset your Outlook account after reinstalling your computer, follow the steps below:

First open Microsoft Outlook installed on your computer. At this point on the screen displays the mailbox setup interface.

In the Add New Account window select the Manually configure server settings or additional sever types option and click Next .

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On the next window, fill in all necessary account information.

If you want to restore the old backed up emails, in Deliver new messages to section select the Existing Outlook Data File option then click Browse , browse to the location where you saved the backup files (backup) above.

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Finally click Finish to complete the process.

By backing up the original data file of Outlook, you will no longer have to worry about reinstalling the operating system or problems affecting the system drive (usually C drive) but you have not backed up yet. Email data.

Refer to some of the following articles:

  1. Instructions 4 simple ways to backup Outlook data
  1. Outlook cannot send mail after upgrading Windows 10, this is a fix
  1. How to turn on POP / IMAP Gmail to use in Outlook

Good luck!

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