Instructions on simple ways to back up Outlook data

Backing up Outlook data will help us get back all our emails and Outlook data in case you have to reinstall your computer due to computer failure, or transfer Outlook data from one computer to another. So you will immediately have all Outlook data. The article below will guide you to backup Outlook data.

Things you need to consider before backing up Outlook data:

1. You need to prepare a little to ensure the Outlook backup process goes smoothly:
2. Outlook allows you to use multiple email accounts. So, before you start exporting data, double check the email account you have chosen.
3. Manage your mailbox size by cleaning it out regularly. You should only save the necessary data and discard the rest.
4. Outlook is pre-configured by default, to download emails from one year ago. Open Outlook, go to Account settings > Account Name > Sync Settings , then drag the slider to All to export your emails.
5. Export your .pst file to the OneDrive site. If automatic sync is enabled, make sure it syncs to a OneDrive location. OneDrive will stop automatically syncing Outlook.pst files.

What data can be backed up in Outlook

1. Outlook creates a copy of data when it exports email, contacts, and calendar information to a .pst file. In Outlook, no data is lost. Email, contacts, and calendars will all appear in your Outlook.
2. Outlook includes email attachments when exporting emails.
3. Metadata including folder properties (views, permissions, and AutoArchive settings), message rules, and blacklisted senders will not be exported by Outlook.

Instructions for backing up Outlook 2013 and above

Step 1:

First, we open the Outlook interface then click on File, select Open & Export > Import/Export as shown below.

Instructions on simple ways to back up Outlook data Picture 1

Step 2:

Now the Import and Export Wizard interface is displayed, click Export to a file and click Next.

Instructions on simple ways to back up Outlook data Picture 2

You will then click on Outlook Data File (.pst) and then click Next below to continue.

Instructions on simple ways to back up Outlook data Picture 3

Step 3:

Now users will see all email addresses that you have logged in and used on Outlook. Here, click on the email address where you want to backup data.

Next, select the Include subfolders box to export all content in your Outlook account. Click Next to continue.

Instructions on simple ways to back up Outlook data Picture 4

Step 4:

You will now see the interface to save a copy of the .pst file to the default location of drive C. If you like, click the Browse button to select another location if necessary. Click Finish to proceed.

Instructions on simple ways to back up Outlook data Picture 5

When creating a new .pst file, Outlook will ask you to password protect it . Enter your password to complete the backup process.

Instructions on simple ways to back up Outlook data Picture 6

How to back up data on Outlook 2010

For Outlook 2010, we also open the Outlook interface and click File , click Options . Then we click on Advanced in the list on the left, look to the right and click on Export .

Then also display the Import and Export dialog box interface, we do the same as with Outlook 2013 and above.

Instructions on simple ways to back up Outlook data Picture 7

Instructions for backing up Outlook 2007 emails

To backup emails and other content in Outlook 2007, click File , then click Import and Export in the displayed list.

The next operations you perform are similar to Outlook 2013.

Instructions on simple ways to back up Outlook data Picture 8

How to back up Outlook data by manually copying .pst files

For those who are proficient in using Outlook, they can quickly find pst files manually according to different versions.

With Outlook 2013 version or higher

On Windows 8 and Windows 10, access 1 of the 2 folder paths below.

1. C:UsersAppDataLocalMicrosoftOutlook
2. C:UsersRoamingLocalMicrosoftOutlook

With Windows 7, you access the link:

1. C:UsersDocumentsOutlook Files

In Outlook 2010 version

If using Outlook 2010 or later, all Windows versions, the backup file is stored at C:UsersDocumentsOutlook Files.

With Outlook 2007 version

With Outlook 2007 and earlier, the archive file will be saved at C:UsersAppDataLocalMicrosoftOutlook.

Instructions for locating .pst files on your computer

To quickly locate the pst file on your computer, click File , select Account Settings , then select Account Settings .

Instructions on simple ways to back up Outlook data Picture 9

Display the new dialog box interface, click on the Data Files tab , then click on the account you want to locate the file, then click Open File Location.

Instructions on simple ways to back up Outlook data Picture 10

You will then be immediately transferred to the folder containing the .pst file on your computer. Now we can copy and move this backup file.

Instructions on simple ways to back up Outlook data Picture 11

Micah Soto

Update 26 May 2024