With at this time’s use of e-mail you virtually can’t afford to lose a single e-mail so not to mention your whole mail archive, Calendar objects and Contacts.

This information is all about backing up and restoring your Outlook Knowledge. It describes numerous strategies and explains which technique is greatest for use wherein situation.

  • Backup and restore POP3 information
  • Backup and restore IMAP information
  • Backup and restore Trade or Outlook.com information
  • Managing pst-files
    • Find the pst-file
    • Backup the pst-file
    • Restore the pst-file
  • Restoring ost-files
  • Exporting and Importing information
  • Backing up and restoring particular person objects
  • Backup Instruments

Backup and restore POP3 information

POP3 Account buttonOnce you use a POP3 account, all of your Outlook information (emails, contacts, calendar, duties and notes) is saved regionally in your PC inside a pst-file.

  • Your beneficial backup technique is to usually make a replica of your pst-file to your backup location when Outlook is closed.
  • Your beneficial restore technique is to rename the present pst-file (if nonetheless obtainable) after which restore the pst-file out of your backup location to its authentic location.

This complete course of is defined in additional element within the Managing pst-files part.

Tip!
There are additionally numerous free backup instruments obtainable to automate the method of backing up your pst-file regularly.

Should you solely wish to backup a choose quantity of folders, you need to use the Export and Import technique. You may also select to backup particular person objects.

Backup and restore IMAP information

IMAP Account buttonOnce you use an IMAP account, your Outlook information is both saved in a pst-file, an ost-file or a mixture thereof. This could make it considerably complicated to correctly backup each your emails and different information comparable to Contacts, Calendar and Duties for IMAP accounts.

Your emails and electronic mail folders are saved on the IMAP server and are synched with Outlook which shops them in an area cache file in your pc.

  • Outlook 2007 and Outlook 2010
    Your mail cache is saved inside a pst-file.
  • Outlook 2013, Outlook 2016, Outlook 2019 and Workplace 365
    Your mail cache is saved inside an ost-file.

You may lookup the situation and title of the pst- or ost-file as defined within the part: Managing pst-files.

Your different information (Contacts, Calendar, Duties and Notes) will not be saved on and synched with the IMAP mail server because the IMAP protocol solely helps synching emails.

  • Outlook 2007 and Outlook 2010
    Your Contacts, Calendar, Duties and Notes are saved inside a separate further pst-file.
  • Outlook 2013, Outlook 2016, Outlook 2019 and Workplace 365
    Your Contacts, Calendar, Duties and Notes are saved inside the identical ost-file however Outlook could be configured to retailer this information inside a separate pst-file as properly (beneficial).

Really helpful backup technique for IMAP
Normally, your beneficial backup technique for electronic mail is to depend on the backup and retention strategies in place by the corporate internet hosting your IMAP account. Therefor, when this isn’t the corporate you’re employed for, be sure you have a reliable mail supplier and make your self conscious of their backup and restore companies and capabilities.

Your beneficial backup technique to your Contacts, Calendar, Duties and Notes folders saved inside a pst-file is much like that of a POP3 account; Make a backup of the pst-file when Outlook is closed.

When you’ve Outlook 2013, 2016, 2019, or Workplace 365 configured to retailer your Contacts, Calendar, Duties and Notes throughout the ost-file, the beneficial backup technique is to usually export all folder which are marked with “This computer only” to a pst-file.

Alternate options are;

  • Swap to a dependable mail supplier.
    Each Gmail and Outlook.com have a superb monitor report. Outlook.com has the additional advantage that it will probably additionally synch your Contacts, Calendar, Duties and Notes folders as it’s an Trade account and never an IMAP account which significantly simplifies the backup and restore course of and capabilities.
  • Export your information to a pst-file regularly.
  • Make backup copies of your cached pst-file or ost-file. Nevertheless, bear in mind these can’t be restored underneath all circumstances (see the restore part under).

Really helpful restore technique for IMAP
As talked about earlier than, when utilizing IMAP, you’d usually depend on the corporate internet hosting your IMAP account to verify your mail information stays obtainable and that particular person objects could be restored.

Therefor, the beneficial restore technique for IMAP mail is to make use of the strategies or processes supplied by your supplier to revive your mailbox or particular person objects.

When you’ve a corrupt native mail cache, the beneficial restore technique is to rename the ost-file or pst-file that comprises the cache of your IMAP information to .outdated when Outlook is closed. Upon restarting Outlook, Outlook will create a brand new native cache file containing all the information from the IMAP mail server.

When you’ve saved your Contacts, Calendar, Duties and Notes information inside a separate pst-file (as beneficial), then your beneficial restore technique is to rename the present pst-file (if nonetheless obtainable) and restore the pst-file out of your backup location to its authentic location.

See also  Defiance 2050 – Take Two

When you’ve saved your Contacts, Calendar, Duties and Notes information contained in the ost-file of your IMAP account, you then’ll should import or manually copy this information from a your beforehand made pst-backup.

Observe:
Once you solely have the ost-file pst-file of your IMAP account and want to restore that, see the Restoring ost-files part.

Backup and restore Trade or Outlook.com information

Exchange Account button Once you use an Trade account (Outlook.com accounts are Trade accounts as properly), all of your Outlook information (emails, contacts, calendar, duties and notes) are cached  regionally in your PC inside an ost-file.

  • Your beneficial backup technique is to depend on the backup and retention strategies in place by the corporate internet hosting your Trade account.
  • Your beneficial restore technique for particular person objects is to make use of the Get better Deleted Gadgets command on the Folder tab (Outlook 2010/2013/2016/2019) or Instruments menu (Outlook 2007) or the “Recover items recently removed from this folder” hyperlink on the prime throughout the Deleted Gadgets folder (Workplace 365).
  • Your beneficial restore technique for restoring information that isn’t provided through the command above is to contact your electronic mail administrator or use every other course of which the corporate that hosts your Trade mailbox has in place for this.
  • When you’ve a corrupt native mail cache, the beneficial restore technique is to rename the ost-file that comprises the cache of your Trade information to .outdated when Outlook is closed. Upon restarting Outlook, Outlook will create a brand new native cache file containing all the information from the Trade mail server.

If you wish to backup your information your self, you need to use the Export and Import technique. You may also select to backup particular person objects.

Observe:
Once you solely have the ost-file pst-file of your Trade account and want to restore that, see the Restoring ost-files part.


Managing pst-files

PST File buttonPst-files will not be simply used for POP3 accounts however may also be utilized by IMAP and Trade accounts as archives.

Within the case of an IMAP account, additionally it is extremely beneficial to retailer any non-mail information (like your Contacts and Calendar) inside a pst-file. For directions on how to try this see: Don’t threat dropping your Contacts and Calendar when utilizing IMAP in Outlook 2013, 2016, 2019 or Workplace 365.

If you wish to study extra concerning the pst-file see; Concerning the Outlook PST-File.

Find the pst-file

Outlook Files buttonYou may find your pst-file through the use of one of many following strategies;

  • To get an outline of all of your related Knowledge Information in Outlook;
    • Outlook 2007 and former
      File-> Knowledge File Administration…
    • Outlook 2010 / 2013 / 2016 /2019 / Workplace 365
      File-> Account Settings-> Account Settings-> tab Knowledge Information
  • When looking for a pst-file, be sure you embrace hidden and system recordsdata and folders.
  • Outlook 2007 and former (default location)
    • Home windows XP
      C:Paperwork and SettingspercentusernamepercentLocal SettingsApplication DataMicrosoftOutlook
    • Home windows Vista, Home windows 7, Home windows 8 and Home windows 10
      C:UserspercentusernamepercentAppDataLocalMicrosoftOutlook
  • Outlook 2010 (default location)
    • Home windows XP
      C:Paperwork and SettingspercentusernamepercentMy DocumentsOutlook Information
    • Home windows Vista, Home windows 7, Home windows 8 and Home windows 10
      C:UserspercentusernamepercentDocumentsOutlook Information
  • Outlook 2013, Outlook 2016, Outlook 2019 and Workplace 365 (default location)
    C:UserspercentusernamepercentDocumentsOutlook Information

The Data Files tab within Account Settings gives you an overview of your pst-files and allows you to easily open its location.
The Knowledge Information tab inside Account Settings provides you an outline of your pst-files and means that you can simply open its location.

Tip!
Are you not pleased with the present location of your pst-file? It’s fairly straightforward to relocate it.
Once you use AutoArchive, it’s also possible to transfer that pst-file with a couple of further clicks.

Backup the pst-file

Backup PST File buttonBacking up the pst-file is kind of straightforward; you simply copy the pst-file to your protected location when Outlook is closed. A protected location could be any of the next:

  • one other bodily onerous drive in your pc
  • one other bodily onerous drive in one other pc
  • an exterior onerous drive
  • a community location or NAS
  • a USB reminiscence stick
  • a Flash reminiscence card
  • a CD-R(W)
  • a DVD+/-R(W)
  • a backup tape
  • an internet storage location comparable to Dropbox or OneDrive.

Restore the pst-file

Restore PST-File buttonA backup is nugatory in the event you can’t restore it. So we first take a look at the back-up. Testing the backup when understanding that the unique nonetheless works is lots much less anxious then as properly.

To revive your pst-file, copy the file to the situation the place you wish to work with it like:
D:My DocumentsMy OutlookTemp

Observe:
Should you restored the file from CD/DVD, be sure you uncheck the “Read Only” file attribute by proper clicking the file and selecting Properties.

Now open Outlook and hook up with the file by selecting;

  • File-> Open-> Outlook Knowledge File…

Now you can examine if the backup was profitable and be sure you backed up the right file.

Within the case of an actual catastrophe, the unique pst-file can be lacking or might be past restore. When the pst-file is lacking, Outlook would have prompted you for the pst-file location. You then want to shut Outlook and restore the file from backup to D:My DocumentsMy Outlook as described above. Then begin Outlook once more and, if prompted nonetheless, browse to the situation of the pst-file.

See also  Top Pandora Player and Receiver that You Should Consider

When the pst-file is past restore, Outlook will begin with the message that it will probably’t be opened and that it’s essential to run the Inbox Restore Software (scanpst.exe). If scanpst.exe can’t repair the pst-file both, rename the corrupted pst-file to .outdated and you’ll now be within the state of affairs that the pst-file went lacking.

Tip!
If you wish to restore a pst-file of a POP3 account on a brand new pc or after you’ve recreated your mail profile see: Restoring a pst-file of a POP3 account on a brand new pc.

Restoring ost-files

Restore OST-File buttonOst-files aren’t supposed to be backed up and restored. Nevertheless, underneath sure circumstances an ost-file can nonetheless be used immediately to revive information.

You may restore an ost-file when;

  • When the IMAP account the ost-file belongs to continues to be configured in Outlook and also you…
    • haven’t eliminated and re-added the IMAP account.
    • haven’t created a brand new Mail Profile
    • aren’t attempting to make use of it for the IMAP account on one other pc.
  • When the Trade account the ost-file belongs to continues to be configured in Outlook. This may also be in a brand new Mail Profile or on one other pc so long as you’ve related to the Trade server at the least as soon as.

To revive information from the ost-file;

  1. Shut Outlook.
  2. Rename the present ost-file of the account to .outdated.
  3. Restore the ost-file to the situation of the present ost-file and rename it if wanted.
  4. Disconnect your self from the community to be sure that no modifications are being synched when the account reconnects. This might as an illustration empty the ost-file if the information was now not on the server.
  5. Begin Outlook.
  6. Export any information that you simply want to hold to a pst-file.
  7. Shut Outlook.
  8. Delete or rename your recovered ost-file. In case your authentic cache was nonetheless working, you may rename it again from .outdated or in any other case be certain that there isn’t a longer an ost-file to your account.
  9. Reconnect your self to the community.
  10. Begin Outlook.
  11. As soon as Outlook is completed synching, you may import the information from the pst-file.

ToolTip!
Convert OST to PST buttonIf the above course of fails, you may strive a 3rd celebration restoration device to transform your ost-file right into a pst-file.

  • DataNumen Superior Trade Restoration.
  • Kernel for OST to PST Conversion
  • Stellar Converter for OST

Exporting and Importing information

Import and Export Mailbox buttonIt’s a basic false impression that an export of your mail is an efficient backup. This false impression will get even greater while you begin the export course of and see that the default title of the file to export to is backup.pst.

Equally, an import of your information isn’t a correct restore both.

The explanation that an export isn’t a backup and that an import isn’t a restore, is as a result of you’ll lose information throughout this course of, even in the event you configure it to export or import all of the folders and subfolders.

Amongst others, the next information will get misplaced throughout an export or import:

  • Customized varieties
  • Customized views
  • Message Guidelines
  • Folder properties like AutoArchive settings
  • Ship/Obtain historical past for POP3 accounts
  • AutoComplete cache
  • and numerous different information and settings.

An export of your pst-file to a different pst-file could be seen as a selective backup since throughout the export you may select which information you wish to backup. That is helpful in the event you see no want in backing up all the pst-file just like the “Sent Items” folder or the “Funny Forwards” folder (who doesn’t have a kind of?) which may get fairly large over time and also you may think about them as not necessary sufficient to backup.

Export the pst-file

Export Mailbox buttonLet’s say you solely wish to export your Inbox and your Contacts folder;

  1. Open the Import and Export Wizard
    • Outlook 2007 and former
      File-> Import and Export…
    • Outlook 2010
      File-> Open-> Import
      (not like the title suggests, it additionally contains export choices)
    • Outlook 2013 / 2016 / 2019 / Workplace 365
      File-> Open & Export-> Import/Export
  2. Select: Export to a file.
  3. Select: Private Folder File (.pst).
  4. Choose the Inbox and press Subsequent (we do the Contacts folder later).
  5. Set the file location to D:My DocumentsMy OutlookBackupexport.pst
  6. Press End.
  7. If this can be a new pst-file, you’re prompted to set a password for the pst-file. Should you don’t wish to set a password, simply depart the fields black and click on OK.
  8. To export the Contacts folder as properly repeat step 1 to 4 and this time choose the Contacts folder.
  9. If the save location isn’t set to the trail you’ve set in step 5 browse to it.
  10. Press End to export the Contact folder.
  11. Shut Outlook and replica the exported file to your protected location as described in Backup the pst-file.
See also  Best battery apps for mobile phones

Import the pst-file

Import Mailbox buttonImporting a pst-file can solely be finished in a working Outlook state of affairs, like while you’ve reinstalled your machine, configured Outlook and now wish to restore your Inbox and Contacts.

Importing a pst-file could be finished in two alternative ways; Robotically by a wizard or manually by dragging and dropping.

Earlier than importing, restore your pst-file:
Copy the file to the situation the place you wish to work with it like; D:My DocumentsMy OutlookTemp

Should you restored from CD/DVD, be sure you uncheck the “Read Only” file attribute by proper clicking the file and selecting Properties.

Restore by the Import and Export Wizard

  1. Open the Import and Export Wizard
    • Outlook 2007 and former
      File-> Import and Export…
    • Outlook 2010
      File-> Open-> Import
    • Outlook 2013 / 2016 / 2019 / Workplace 365
      File-> Open & Export-> Import/Export
  2. Select Import from one other program or file.
  3. Select Private Folder File (.pst).
  4. Browse to the situation the place you’ve restored the pst file. As an example:
    D:My DocumentsMy OutlookTemp
  5. Set the choices to “Include subfolders” and “Import items into the same folder in:” and choose the folder that’s listed as your Outlook At the moment folder set within the dropdown record.
  6. Press End to finish the import.
  7. Restart Outlook and take away the export.pst file from the Temp listing if desired.

Restore manually

  1. Select: File-> Open-> Outlook Knowledge File…
  2. Browse to the situation the place you’ve restored the pst file. As an example:
    D:My DocumentsMy OutlookTemp
  3. You’ll now see a further set of folders added to your folder record which you’ll increase. Increase the record and choose the Inbox folder.
  4. On this folder choose the messages you wish to restore to the unique Inbox folder.
  5. Drag & drop them to the default Inbox folder.
  6. Do the identical for the Contacts folder. You may wish to set your view to a listing view so you may simply choose and transfer the objects.
    • Outlook 2007 and former
      View-> Present View-> Telephone Record
    • Outlook 2010 / 2013 / 2016 / 2019 / Workplace 365
      tab Residence-> group Present View-> Record
  7. Now that the importing is full, proper click on the pst-file in Outlook added in step 2 and select Disconnect.
  8. Restart Outlook and take away the export.pst file from the Temp listing if desired.

Backing up particular person objects

Save As buttonTypically it’s extra handy to backup a single merchandise. Take into consideration account login data you’ve acquired by e-mail. Backing up single objects could be very straightforward however relying on the format that you simply select, you might not be capable of import them again in Outlook anymore.

You may select File-> Save as… after which select wherein format you wish to save the message. If you’d like to have the ability to open them on nearly any system, you may select the txt or htm format. Select the msg-format in order for you to have the ability to open or import them in Outlook once more.

To simply save a number of messages within the Outlook format (msg), you may choose these messages and drag & drop them out of Outlook right into a File Explorer window. Once you save them within the msg-format, any attachments which may have been included within the message are saved throughout the msg-file as properly.

To rapidly restore saved msg-files to Outlook, you may merely drag & drop them from a File Explorer window again into Outlook.

Tip!
Print as PDF buttonAre you searching for a technique to save your emails as pdf-files?
In Home windows 10, you are able to do this through the use of the “Microsoft Print to PDF” printer.

For lots extra flexibility, it’s also possible to use the Save As PDF Add-in by Sperry Software program (low cost code: BH93RF24 ).

For different alternate options see: Saving emails as pdf-files.

Backup Instruments

Add-Ins buttonOutlook Add-in: Private Folders Backup
Microsoft’s Private Folders Backup add-in is now not obtainable as all of the associated Outlook variations have been out of help for fairly a while now and the add-in isn’t appropriate with any at present supported model of Outlook.

Outlook Backup Add-In
This free add-in from Tom Hoffmann presents related performance as the unique backup add-in from Microsoft. It’s appropriate with the 32-bit and 64-bit of Workplace 365 (Click on to Run), Outlook 2019, Outlook 2016, Outlook 2013 and Outlook 2010.

Script to schedule your pst-file back-up
I created this script so as to have the ability to schedule Outlook pst-file backups through the use of a Scheduled Activity in Home windows. It should be sure that Outlook is closed earlier than making a backup so the backup doesn’t fail. Full directions to create the Scheduled Activity are supplied and no coding abilities are required to make use of this script.

Immediately backup pst-files through a right-click choice
This text comprises 2 strategies so as to add a backup command to the menu which opens while you right-click on a pst-file in File Explorer.

Leave a Reply

Your email address will not be published.