Creating a Microsoft Outlook backup

MAILBOX 10-030

What you need to know

You want to keep or archive important emails for a longer period of time or create a backup of Outlook so that all settings, email folders, contacts, appointments, etc. are saved. This way you can restore the data and mails in case of need or import them to another computer if necessary.

These instructions are also suitable for regularly cleaning up your mailbox and saving storage space. Mailboxes should be regularly searched for superfluous/unnecessary emails and tidied up. In this way, storage space can be saved and the mailbox can be kept clear. Mailboxes are NOT intended for data storage and are only used for correspondence.

 

What you have to do

  1. Select "File" and "Open and Export".

    • 1.1

  2. Now select "Import/Export".

    • The import/export wizard is started.

    • 2.1

  3. In the "Import/Export Wizard" dialog box, select "Export to File" and click "Next".

    • 3.1

  4. Now select "Outlook data file (.pst)" and then click "Next".

    • 4.1

  5. Now you will be presented with your entire Outlook folder structure. If you want to back up everything (recommended), make sure that your user account (at the top of the list), is highlighted in blue (see Figure 5.1). Click on "Next".

    • Make sure that the "Include subfolders" checkbox is checked.

    • If you only want to back up individual folders, click on the corresponding folder with the mouse (e.g. "Inbox"). In this case, only a single folder can be backed up. If necessary, repeat the procedure for additional folders.

    • 5.1

  6. Back up the folder to another data medium. This can be a USB stick, an external hard drive or a second hard drive in the PC. To do this, click on "Browse" and select the appropriate location.

    • In Options you have the option to replace duplicates, allow duplicates or not export duplicates.

    • 6.1

  7. To open/restore the .pst file, select "File" - "Open and export" and then "Open Outlook data file".

    • A dialog box appears. Here you select the location where you saved the .pst file.

    • The Outlook data file will be opened and available in MS Outlook.

    • 7.1

  8. Tip:

    Avoid large amounts of data in your mailboxes.
    Clean up your email inbox regularly. In the way described above, you can selectively back up mails and open them again at a later time as needed.

Problems or questions?