Backing up your emails in Outlook

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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.

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. You can set up your account as POP3 in a different mail client like Thunderbird. Be very careful, and be sure to set Thunderbird to NOT delete mail from the server.

Outlook 2019

IMAP

  1. Configure Outlook to download complete emails
    1. Start MS Outlook.
    2. Click the Send / Receive tab
    3. Click Define 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 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

POP3 & IMAP

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

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 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 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

IMAP & POP3

Export your PST file.

  1. Click on the File tab.
  2. Click on "Import" The Import and Export Wizard should now be open.
  3. Click on "Export to a File" and then click Next.
  4. Click on Outlook Data File (.pst) Then click Next.
  5. Choose what folders you want to export. To export your entire mailbox, click on the mailbox. The mailbox will usually display your email address name. Make sure the Include Subfolders box is checked, then click Next.
  6. The next page will ask you where you want to save the newly exported PST backup file. Click the browse button to select a location. Once your location is set, finally choose how you would like the backup system to deal with duplicates.
  7. Click Finish to complete the process.

Microsoft 365, Outlook 2021, Outlook 2019, Outlook 2016, Outlook 2013

IMAP & POP3

1. Select File > Open & Export > Import/Export
2. Select Export to a file, and then select Next.
3. Select Outlook Data File (.pst), and select Next.
4. Select the mail folder or folders in the list that you want to back up and select Next.
5. Choose a location and name for your backup file, and then select Finish.

6. If you want to ensure no one has access to your files, enter and confirm a password, and then select OK

POP3

Export your PST file

  1. PST export steps same as for IMAP

Outlook 2021 and 365

IMAP

  1. Configure Outlook to download complete emails
  2. Create a new PST file
  3. Export the new PST file

POP3

Export your PST file

  1. PST export steps same as for IMAP
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