Difference between revisions of "Backing up your emails in Outlook"

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=Outlook 2019=
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Outlook stores emails in a special proprietary database format called '''PST'''. PST files are very prone to corruption and data loss. For this reason we do '''not''' recommend using Outlook. If you ''are'' currently using Outlook, this guide will explain how to export your PST file for ''local'' backup. This file can then be saved to external media like flash sticks or external hard drives for on-site and off-site backup.
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If you're using Imaginet's [https://www.imaginet.co.za/product/products/cloud.html Stratus Cloud Backup] service, you can back up your main PST file '''without having to export it''', however it is still recommended that you crate local on-site and off-site backups as part of a [https://www.nccoe.nist.gov/sites/default/files/legacy-files/msp-protecting-data-extended.pdf 3-2-1 backup strategy].
 +
 
 +
=Before you begin=
 +
 
 +
If you're using a POP3 account, you can simply export your PST file.
 +
 
 +
'''If you're using an IMAP account''', your emails will not be stored in a PST file, but in an OST file. It's best not to alter this file in any way, since it syncs with your mail server. To back up your emails safely, you can create a new PST file, and then '''copy and paste''' the emails you want to back up into a separate folder.
 +
 
 +
'''It is important that you <mark>copy</mark> your emails, so that your account will not be affected.'''
 +
 
 +
Once done, you can proceed to the export step.
 +
 
 +
=='''WARNING'''==
 +
If you have a lot of emails it may be safer, faster, and easier to back up your mail via POP3 with a temporary setup. [[Creating a temporary pop3 account for email backup and migration|Click this link for more info about this option]].
 +
 
 +
=Outlook 2010=
 +
 
 +
==IMAP==
 +
{|
 +
| style="width: 50%" id="outlook_2010_imap_backup_steps" aria-label="outlook_imap_backup_steps"| <ol>
 +
  <li>Configure Outlook to download complete emails
 +
    <ol>
 +
      <li>Start MS Outlook.</li>
 +
      <li>Click the <kbd>Send / Receive </kbd> tab</li>
 +
      <li>Click <kbd>Send/Receive Groups</kbd></li>
 +
      <li>Click <kbd>Define Send/Receive Groups</kbd></li>
 +
      <li>Click <kbd>All accounts</kbd></li>
 +
      <li>Click <kbd>Edit</kbd></li>
 +
      <li> Click your account and ensure that <kbd>Download complete items including attachments</kbd> is selected</li>
 +
      <li>Click <kbd>OK</kbd></li>
 +
    </ol>
 +
  </li>
 +
  <li>Create a new PST file
 +
    <ol>
 +
      <li>Click <kbd>File</kbd></li>
 +
      <li>Click <kbd>Account Settings</kbd>.</li>
 +
      <li>Click the new <kbd>Account settings</kbd> option that appears.</li>
 +
      <li>Click the <kbd>Data Files</kbd> tab</li>
 +
      <li>Click <kbd>Add...</kbd> to create a new ''.pst'' file</li>
 +
      <li>Enter a file name like ''local-copy.pst''</li>
 +
      <li>Click <kbd>OK</kbd></li>
 +
      <li>Close <kbd>Account settings</kbd></li>
 +
      <li>You should now see a new folder in Outlook, below your normal inbox and folders</li>
 +
      <li>You can '''<mark>copy</mark> and paste''' any emails and folders from your main folders into this new folder without affecting your mail account</li>
 +
    </ol>
 +
  </li>
 +
</ol>
 +
| style="width: 50%; height: 650px; vertical-align: top;" aria-describedby="outlook_2010_imap_backup_steps"|<gallery mode="slideshow" style="vertical-align:top">
 +
File:Ol-2010-imap-backup.png|'''Step 1.4:''' Send/Receive Groups
 +
File:Outlook-2010-edit-groups.png|'''Steps 1.5 - 1.6:''' Edit all accounts
 +
File:Outlook-2010-sendrecive-groups.png|'''Step 1.7:''' Download complete items including attachments
 +
</gallery>
 +
|}
 +
 
 +
==IMAP & POP3==
 +
Export your PST file.
 +
{|
 +
| style="width: 50%" id="outlook_2010_pst_export_steps" aria-label="outlook_2010_pst_export_steps"| <ol>
 +
  <li>Click the <kbd>File</kbd> tab.</li>
 +
  <li>Click <kbd>Options</kbd></li>
 +
  <li>Click <kbd>Advanced</kbd></li>
 +
  <li>Click <kbd>Export</kbd></li>
 +
  <li>Click <kbd>Export to a file</kbd></li>
 +
  <li>Click <kbd>Next</kbd></li>
 +
  <li>Click <kbd>Outlook Data File (.pst)</kbd></li>
 +
  <li>click <kbd>Next</kbd></li>
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  <li>Select the folders to export. To export your entire mailbox, click the mailbox. The mailbox will usually display your email address.</li>
 +
  <li>Make sure the <kbd>Include Subfolders</kbd> box is ticked</li>
 +
  <li>Click <kbd>Next</kbd></li>
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  <li>Click <kbd>Browse</kbd> and select a location to save the exported file</li>
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  <li>Click <kbd>Finish</kbd> to complete the process</li>
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</ol>
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| style="width: 50%; height: 500px; vertical-align:top;" aria-describedby="outlook_2010_pst_export_steps"|<gallery mode="slideshow" style="vertical-align:top">
 +
File:Outlook-2010-options.png|'''Step 2:''' Click '''Options'''
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File:Outlook-2010-advanced-export.png|'''Steps 3 & 4:''' Click '''Advanced''' and then '''Export'''
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File:Filemenu 2.png|'''Step 5:''' Export to a file
 +
File:Filemenu 3.png|'''Step 7:''' Outlook Data file (.pst)
 +
File:Filemenu 4.png|'''Step 9:''' Select folders to export
 +
File:Filemenu 5.png|'''Step 12:''' Browse and choose where to save the file
 +
</gallery>
 +
|}
 +
 
 +
=Outlook 2013, 2016, 2021, and 365=
 +
 
 
==IMAP==
 
==IMAP==
−
<ol>
+
{|
 +
| style="width: 50%;" id="outlook_2013_2016_groups" aria-label="outlook_2013_2016_groups"| <ol>
 +
  <li>Configure Outlook to download complete emails
 +
    <ol>
 +
      <li>Start MS Outlook.</li>
 +
      <li>Click the <kbd>Send / Receive </kbd> tab</li>
 +
      <li>Click <kbd>Send/Receive Groups</kbd></li>
 +
      <li>Click <kbd>Define Send/Receive Groups</kbd></li>
 +
      <li>Click <kbd>All accounts</kbd></li>
 +
      <li>Click <kbd>Edit</kbd></li>
 +
      <li> Click your account and ensure that <kbd>Download complete item including attachments for subscribed folders</kbd> is selected</li>
 +
      <li>Click <kbd>OK</kbd></li>
 +
    </ol>
 +
  </li>
 +
  <li>Create a new PST file
 +
    <ol>
 +
      <li>Click <kbd>File</kbd></li>
 +
      <li>Click <kbd>Account Settings</kbd>.</li>
 +
      <li>Click <kbd>Account settings...</kbd> (the first option in the dropdown list).</li>
 +
      <li>Click the <kbd>Data Files</kbd> tab</li>
 +
      <li>Click <kbd>Add...</kbd> to create a new ''.pst'' file</li>
 +
      <li>Enter a file name like ''local-copy.pst''</li>
 +
      <li>Click <kbd>OK</kbd></li>
 +
      <li>Close <kbd>Account settings</kbd></li>
 +
      <li>You should now see a new folder in Outlook, below your normal inbox and folders</li>
 +
      <li>You can '''<mark>copy</mark> and paste''' any emails and folders from your main folders into this new folder without affecting your mail account</li>
 +
    </ol>
 +
  </li>
 +
</ol>
 +
| style="width: 50%; height: 600px; vertical-align: top;" aria-describedby="outlook_2013_2016_groups"|<gallery mode="slideshow" >
 +
File:Outlook-20132016groups.png|'''Step 1.3:''' Click '''Define Send/Receive Groups'''
 +
File:Outlook-20132016-all-accounts.png|'''Steps 1.5 & 1.6''' Edit All
 +
File:Outlook-2016-new-pst.png|'''Steps 2.4 - 2.5''' Add a new data file
 +
</gallery>
 +
|}
 +
 
 +
==IMAP & POP3==
 +
 
 +
Export your PST file
 +
 
 +
{|
 +
| style="width: 50%" id="outlook_2016_2021_PST_backup" aria-label="outlook_2016_2021_PST_backup" | <ol>
 
   <li>Click <kbd>File</kbd></li>
 
   <li>Click <kbd>File</kbd></li>
−
   <li>Click <kbd>Account Settings</kbd>.</li>
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   <li>Click <kbd>Open & Export</kbd></li>
−
   <li>Click the new <kbd>Account settings</kbd> option that appears.</li>
+
   <li>Click <kbd>Import/Export</kbd></li>
−
   <li>Click the <kbd>Data Files</kbd> tab</li>
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   <li>Click <kbd>Export to a file</kbd></li>
−
   <li>Click <kbd>Add...</kbd> to create a new ''.pst'' file</li>
+
   <li>Click <kbd>Next</kbd></li>
−
   <li>Enter a file name like '''local-copy.pst'''</li>
+
   <li>Select <kbd>Outlook data file (.pst)</kbd></li>
−
   <li>Click <kbd>OK</kbd></li>
+
  <li>Tick the folders you want to back up</li>
−
   <li>Close <kbd>Account settings</kbd></li>  
+
   <li>Click <kbd>Next</kbd></li>
−
   <li>You should now see a new folder in Outlook, below your normal inbox and folders</li>
+
   <li>Choose a memorable location to save the export, like <kbd>My Documents</kbd></li>
 +
   <li>Click <kbd>Finish</kbd></li>
 
</ol>
 
</ol>
 +
| style="width:50%; vertical-align:top" aria-describedby="outlook_2016_2021_PST_backup" | <gallery mode="slideshow" >
 +
File:Filemenu 1.png|'''Step 1:''' Import and Export
 +
File:Filemenu 2.png|'''Step 2:''' Export to a file
 +
File:Filemenu 3.png|'''Step 3:''' Select Outlook Data File (.pst)
 +
File:Filemenu 4.png|'''Step 4:''' Select the mail folder or folder to back up
 +
File:Filemenu 5.png|'''STep 5:''' Choose a location and name for your backup file
 +
</gallery>
 +
|}

Latest revision as of 12:15, 21 September 2023

Outlook stores emails in a special proprietary database format called PST. PST files are very prone to corruption and data loss. For this reason we do not recommend using Outlook. If you are currently using Outlook, this guide will explain how to export your PST file for local backup. This file can then be saved to external media like flash sticks or external hard drives for on-site and off-site backup.

If you're using Imaginet's Stratus Cloud Backup service, you can back up your main PST file without having to export it, however it is still recommended that you crate local on-site and off-site backups as part of a 3-2-1 backup strategy.

Before you begin

If you're using a POP3 account, you can simply export your PST file.

If you're using an IMAP account, your emails will not be stored in a PST file, but in an OST file. It's best not to alter this file in any way, since it syncs with your mail server. To back up your emails safely, you can create a new PST file, and then copy and paste the emails you want to back up into a separate folder.

It is important that you copy your emails, so that your account will not be affected.

Once done, you can proceed to the export step.

WARNING

If you have a lot of emails it may be safer, faster, and easier to back up your mail via POP3 with a temporary setup. Click this link for more info about this option.

Outlook 2010

IMAP

  1. Configure Outlook to download complete emails
    1. Start MS Outlook.
    2. Click the Send / Receive tab
    3. Click Send/Receive Groups
    4. Click Define Send/Receive Groups
    5. Click All accounts
    6. Click Edit
    7. Click your account and ensure that Download complete items including attachments is selected
    8. Click OK
  2. Create a new PST file
    1. Click File
    2. Click Account Settings.
    3. Click the new Account settings option that appears.
    4. Click the Data Files tab
    5. Click Add... to create a new .pst file
    6. Enter a file name like local-copy.pst
    7. Click OK
    8. Close Account settings
    9. You should now see a new folder in Outlook, below your normal inbox and folders
    10. You can copy and paste any emails and folders from your main folders into this new folder without affecting your mail account

  • Step 1.4: Send/Receive Groups

  • Steps 1.5 - 1.6: Edit all accounts

  • Step 1.7: Download complete items including attachments

IMAP & POP3

Export your PST file.

  1. Click the File tab.
  2. Click Options
  3. Click Advanced
  4. Click Export
  5. Click Export to a file
  6. Click Next
  7. Click Outlook Data File (.pst)
  8. click Next
  9. Select the folders to export. To export your entire mailbox, click the mailbox. The mailbox will usually display your email address.
  10. Make sure the Include Subfolders box is ticked
  11. Click Next
  12. Click Browse and select a location to save the exported file
  13. Click Finish to complete the process

  • Step 2: Click Options

  • Steps 3 & 4: Click Advanced and then Export

  • Step 5: Export to a file

  • Step 7: Outlook Data file (.pst)

  • Step 9: Select folders to export

  • Step 12: Browse and choose where to save the file

Outlook 2013, 2016, 2021, and 365

IMAP

  1. Configure Outlook to download complete emails
    1. Start MS Outlook.
    2. Click the Send / Receive tab
    3. Click Send/Receive Groups
    4. Click Define Send/Receive Groups
    5. Click All accounts
    6. Click Edit
    7. Click your account and ensure that Download complete item including attachments for subscribed folders is selected
    8. Click OK
  2. Create a new PST file
    1. Click File
    2. Click Account Settings.
    3. Click Account settings... (the first option in the dropdown list).
    4. Click the Data Files tab
    5. Click Add... to create a new .pst file
    6. Enter a file name like local-copy.pst
    7. Click OK
    8. Close Account settings
    9. You should now see a new folder in Outlook, below your normal inbox and folders
    10. You can copy and paste any emails and folders from your main folders into this new folder without affecting your mail account

  • Step 1.3: Click Define Send/Receive Groups

  • Steps 1.5 & 1.6 Edit All

  • Steps 2.4 - 2.5 Add a new data file

IMAP & POP3

Export your PST file

  1. Click File
  2. Click Open & Export
  3. Click Import/Export
  4. Click Export to a file
  5. Click Next
  6. Select Outlook data file (.pst)
  7. Tick the folders you want to back up
  8. Click Next
  9. Choose a memorable location to save the export, like My Documents
  10. Click Finish

  • Step 1: Import and Export

  • Step 2: Export to a file

  • Step 3: Select Outlook Data File (.pst)

  • Step 4: Select the mail folder or folder to back up

  • STep 5: Choose a location and name for your backup file

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