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How to Backup Microsoft Outlook Data On Your PC.Create an Outlook Data File (.pst) to save your information
Your recommended backup strategy for your Contacts, Calendar, Tasks and Notes folders stored within a pst-file is similar to that of a POP3 account; Make a backup of the pst-file when Outlook is closed. Therefor, the recommended restore strategy for IMAP mail is to use the methods or processes provided by your provider to restore your mailbox or individual items.
When you have a corrupt local mail cache, the recommended restore strategy is to rename the ost-file or pst-file that contains the cache of your IMAP data to.
Upon restarting Outlook, Outlook will create a new local cache file containing all the data from the IMAP mail server. When you have stored your Contacts, Calendar, Tasks and Notes data inside a separate pst-file as recommended , then your recommended restore strategy is to rename the current pst-file if still available and restore the pst-file from your backup location to its original location.
Note: When you only have the ost-file pst-file of your IMAP account and wish to restore that, see the Restoring ost-files section. When you use an Exchange account Outlook. If you want to backup your data yourself, you can use the Export and Import method. Note: When you only have the ost-file pst-file of your Exchange account and wish to restore that, see the Restoring ost-files section. In the case of an IMAP account, it is also highly recommended to store any non-mail data like your Contacts and Calendar inside a pst-file.
You can locate your pst-file by using one of the following methods;. The Data Files tab within Account Settings gives you an overview of your pst-files and allows you to easily open its location. Are you not happy with the current location of your pst-file?
It is quite easy to relocate it. When you use AutoArchive, you can also move that pst-file with a few additional clicks. Backing up the pst-file is quite easy; you just copy the pst-file to your safe location when Outlook is closed. A safe location can be any of the following:.
So we first test the back-up. Testing the backup when knowing that the original still works is a lot less stressful then as well. In the case of a real disaster, the original pst-file would be missing or will be beyond repair. When the pst-file is missing, Outlook would have prompted you for the pst-file location. Then start Outlook again and, if prompted still, browse to the location of the pst-file. If scanpst. However, under certain circumstances an ost-file can still be used directly to restore data.
If the above process fails, you can try a third party recovery tool to convert your ost-file into a pst-file. This misconception gets even bigger when you start the export process and see that the default name of the file to export to is backup.
An export of your pst-file to another pst-file can be seen as a selective backup since during the export you can choose which data you want to backup. Importing a pst-file can be done in two different ways; Automatically through a wizard or manually by dragging and dropping. Backing up single items is very easy but depending on the format that you choose, you may not be able to import them back in Outlook anymore.
If you want to be able to open them on just about any system, you can choose the txt or htm format. Choose the msg-format if you want to be able to open or import them in Outlook again. When you save them in the msg-format, any attachments that might have been included in the message are saved within the msg-file as well.
Are you looking for a way to save your emails as pdf-files? For other alternatives see: Saving emails as pdf-files. Script to schedule your pst-file back-up I created this script in order to be able to schedule Outlook pst-file backups by using a Scheduled Task in Windows.
Full instructions to create the Scheduled Task are provided and no coding skills are required to use this script. Instantly backup pst-files via a right-click option This article contains 2 methods to add a backup command to the menu which opens when you right-click on a pst-file in File Explorer. Your recommended backup strategy is to regularly make a copy of your pst-file to your backup location when Outlook is closed. Your recommended restore strategy is to rename the current pst-file if still available and then restore the pst-file from your backup location to its original location.
Outlook and Outlook Your mail cache is stored inside a pst-file. Outlook , Outlook , Outlook , Outlook , and Office Your mail cache is stored inside an ost-file. Outlook and Outlook Your Contacts, Calendar, Tasks and Notes are stored inside a separate additional pst-file. Outlook , Outlook , Outlook , Outlook , and Office Your Contacts, Calendar, Tasks and Notes are stored inside the same ost-file but Outlook can be configured to store this data inside a separate pst-file as well recommended.
Alternatives are; Switch to a reliable mail provider. If you were to remove that data file, new messages would have nowhere to go. Important: Office is no longer supported. Upgrade to Microsoft to work anywhere from any device and continue to receive support.
Upgrade now. If you created a. Note: The name of the folder that is associated with the data file appears in the Folder List. By default, the folder will be called Personal Folders. The following is a list of where Outlook data files are saved on your computer. Some of the folders might be hidden folders. To view them, do one of the following:. Click the Start button, and then click Control Panel. Click the View tab, and then click the Show hidden files and folders option. Outlook data files.
Offline Folders file. You can save, copy, or move a data file other than the file that is used as your default delivery location to another location on your hard disk or to a share on the network. If you need to access any data file that is stored on a network share or on another computer, close any program that might be using that file. A data file can be accessed by only one user or program at a time. If you use a Microsoft Exchange account, typically your e-mail messages, calendar, contacts, and other items are delivered to and stored in your mailbox on the server.
When you install Outlook on a new computer and configure an Exchange account, all your items on the server will be available to you again. The remaining information in this article does not apply to you, unless you have archived local data files or specified that your Exchange email messages be delivered to a local data file. If you use a POP3 email account, which is one of the more common types of personal e-mail account, your email messages are downloaded from your POP3 e-mail server at your Internet service provider ISP to your computer and delivered to and stored locally in a Personal Folders file.
Notes: The default location of the. To use Windows Explorer to navigate to this folder, you must first turn on the display of hidden folders. On the View tab, under Advanced Settings , under Files and Folders , under Hidden files and folders , click Show hidden files and folders.
If you want to see all file name extensions, clear the Hide extensions for known file types check box under Files and Folders. You can move any Outlook. For example, some people like to keep their Outlook data files on drive D or under My Documents, so that creating backup files is easier. Before you move your. Changing the name helps you to distinguish between different Outlook data files when you work with more than one. Personal Folders is always a top-level folder in the Navigation pane, in Mail.
In the Name text box, type a name that is meaningful to you, such as Greta's Outlook Data. In the Navigation pane, right-click Personal Folders or the name that appears for your. In the File name text box, make a note of the complete path and file name of the. Use Windows Explorer to copy each. Notes: The default location is a hidden folder. Click Show Profiles , and then choose the profile that contains the.
Click Properties , and then click Data Files. When a message appears, notifying you that the data file cannot be found at the old location, click OK.
Browse to the new folder location, select the data file, and then click Open. If you work offline with Outlook or use Exchange with Cached Exchange Mode, you can change the location of the local Offline Folder file. Click Start , and then click Control Panel. Double-click Mail , and then click E-mail Accounts. Click Show Profiles , and then select the profile that contains the.
Note: When you see this message: You must restart Outlook for these changes to take effect , click OK. Click Disable Offline Use , and then click Yes in the dialog box that appears. Click Browse , go to the location where you want to save your. Click OK. When you see this message: You must restart Outlook for these changes to take effect , click OK.
The next time that you start Outlook, the new. Currently there is no way to password-protect Outlook on startup or to lock Outlook if you need to quickly walk away from your computer, other than by using your Microsoft Windows logon password or by using third-party software written specifically to password-protect Outlook. However, you can set a password on your Personal Folders file.
You can use a password on your. Note: If you provided a custom display name for your data file, substitute that name for Personal Folders. In the Change Password dialog box, type your new password—up to 15 characters—and verify it by retyping it. Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols.
Weak passwords don't mix these elements. Example of a strong password: Y6dh! Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see Create stronger passwords and protect them. It is critical that you remember your password. If you forget your password, Microsoft can't retrieve it.
Store the passwords that you write down in a secure place away from the information that they help protect. Make sure that the Save this password in your password list check box is cleared. This prevents the password from being cached, so you will need to type the password each time you run Outlook.
Don't forget the password. Important: Neither Microsoft, your Internet service provider ISP , nor your mail administrator has access to your password, nor can they assist you to recover the contents of the. When you click the email account folder, you will be prompted for your password. After you gain access, you won't have to enter the password again for that session. If you exit and then restart Outlook, you will be prompted for the password when you click the e-mail account folder.
Important: The. It is just a way to prevent inadvertent intrusion by other people whom you trust and share your computer with, such as at home with your family.
A more secure way of protecting your data on a computer that you share with other people is to create a password-protected Windows user account for each individual who uses the computer. The default display name of the Personal Folders file. This can be confusing if you work with multiple. A best practice is to customize the display name.
In the Name box, type a name that is meaningful to you, such as Greta's Outlook Data. In the Navigation pane, you see a top folder with the name that you entered. Now you can quickly distinguish your data file from any others. Tip: Customizing the file names is also useful if you keep multiple. For example, if you create a monthly. Even if you have a tendency to hoard e-mail, you might want to clear some of the clutter in the Navigation pane.
You might not always need instant access to an archive. You can remove an Outlook data file from the Navigation pane without deleting the file from your computer. Right-click the Personal Folders file that you want to remove from the Navigation pane, and then click Close Personal Folders.
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