How to Backup Outlook Emails

Backing up emails on the hard disk drive, external backup system or CDs ensures a good copy when and if computer failure arises. Outlook places the emails, calendar, notes, tasks and address book in .pst files. It's best to backup daily.

Things You'll Need

• Outlook
• CD
• Flash memory
• Add-in tool

Instructions

Backup Email Manually

1. Open Outlook and click "File" from the drop down menu.

2. Place your cursor over "Import and Export" then press "Outlook."

3. Highlight "Export to a file" from the list and click "Next."

4. Pick "Personal Folder File (.pst)" then click "Next."

5. Choose the folder containing the messages for backup and check the box "Include Subfolders" for the entire email file then click "Next." Note "Personal Folders" contains all the files you made, including "Inbox."

6. Type the location and name for the exported backup file in the "Save exported file as" box or choose "Browse" for a location on your hard drive. For example, type in "F:\Outlook backup.pst." for a flash memory stick on drive F.

7. Select "options" for previous email backups and choose either "Replace duplicates with items exported," "Allow duplicate items to be created" or "Do not export duplicate items," then click "Finish."

Download Automatic File Backup

1. Go to Microsoft's website for the automatic backup tool.

2. Press "Download Center" under "Destinations & Events" to go to the download page.

3. Type "Personal file backup" in the box next to "Search All Downloads."

4. Click "Outlook 2003/2002 Add-in: Personal Folders Backup."

5. Read the information then click "Continue" to validate and download the add-in.

6. Save the "Pfbackup.exe" program to your hard disk.

7. Open the program with your mouse and follow instructions.

Tips & Warnings

• The "Archive" feature in the "File" dropdown list also backs up emails. Follow the similar instructions as "Import and Export" to activate this feature by clicking "Archive."

Resources

• Read this Article in Spanish
• See downloads for add-in at Microsoft site.