How to Backup & Recover Outlook Data

Backup and recover your Outlook mailbox data in a matter of minutes.

Regularly backing up your Outlook mailbox makes for good mailbox management. When you backup or archive your mailbox, Outlook stores the data in a personal folder (.pst) file. This personal folder file can contain data from a single mailbox folder, such as your deleted items, or it can be a copy of your entire mailbox and all of its sub-folders. You can recover data from the backup mailbox by opening the data file and accessing it using the Outlook navigation pane.

Instructions

Backup Outlook Data

1. Log on to Microsoft Outlook. Click "Go" in the top menu bar, then point to "Folder List."

2. Click the mailbox folder you wish to backup under "Folder List." If you wish to backup your entire Outlook mailbox, click "Mailbox--Your Name Here."

3. Click "File" in the top menu bar, then click "Archive." Leave the radio button next to "Archive this folder and all subfolders" selected. Click to deselect the check box next to "Include items with 'Do Not Archive' checked" if you do not want to backup items you previously marked as "Do Not Archive."

4. Review the save location for the backup file in the "Archive File" text box. Click "Browse" if you wish to select a different save location, then navigate to the desired computer folder such as "My Documents." Type a file name, such as "My Backup Mailbox," in the "File Name" text box. Click "OK" twice.

Recover Outlook Data

1. Log on to Microsoft Outlook. Click "File" in the top menu bar. Point to "Open," then select "Outlook Data File."

2. Click the file you wish to recover. If you do not see your backup mailbox in the "Open Outlook Data File" window, navigate to the folder you selected in step 4 of the previous section and click the file you wish to recover.

3. Click "OK." Look for "Archive Folders," Outlook's name for your backup mailbox, at the bottom of the "Folder List." Click the "+" next to "Archive Folders" to view the sub-folders contained within your backup mailbox.

References

• Microsoft Office: Archive a Folder Manually
• Ohio State University: Backup/Restore Email from Outlook 2003