Backup is like a strategy to keep your valuable data in the safe zone. Like other data assets, email depository is a backbone for any individual or corporate. If we talk about MS Outlook, it holds centralize data file i.e. PST. In a PST file, users can access all components like emails, contacts, calendars, journals etc. But, it should be intact to avoid any kind of access barrier.
Being a responsible user, you should make sure that availability of recently updated data which includes all items (Emails, Contacts, Calendars etc.).In some cases, Backup in Outlook helps an organization to recover from disaster like pain. For Example: If your personal storage table (PST) file gets error or bug. Then, probability of corruption in MS Outlook is high. In this case, backup is a single assistance to re-gain the lost emails again. So, it is a useful practice for 100% data safety assurance at user’s end.
In MS Outlook, you can take backup manually. To know how can I backup emails in MS Outlook, read the consecutive steps:
Method to Backup PST File
As we all are aware that MS Outlook stores its data into Personal Storage Table. So in this method, we use the Outlook ‘Open and Export’ feature that export the folders and items from the PST file to another one. Follow the below steps:
1: In Outlook 2013 and 2016, Click the file menu and select Open and Export Option.
2: Now click on the Import / Export option to open Import and Export Wizard.
3: Click on the Export option for further steps. These steps are same for both the version.
4: Now select the Export to a file from choose an action list and then click Next.
5: Now two options appear, select Outlook data file (.pst.)
6: In the next windows select the files and folder you want to export, In case if you want to export whole mailbox data then select the mail id mention in the top of folder and make sure include subfolders is included is checked so that you can export all content included – (Inbox, Outbox, drafts etc.) Calendars, Contacts, Tasks, Notes and Journal.
In case you want to save the individual folder then select the folder, to do this you cannot select multiple folders. You will have to repeat the process to backup each folder.
7: Now save a copy of your PST file at default location.
In order to save the Outlook backup, click on Browse button, select the desired location and click OK.
You can also have 3 options for duplicate items. Select which you want. Default option will be Replace duplicates with items Exported, as it works better than others.
8: If you are creating a new .pst file then it will ask for password to protect PST File, So just enter the password and click Ok. In case, You don’t want to set any password then simply click on Ok.
If you are saving your PST file in existing that is password protected, then enter the password. While exporting the PST to non-protected, the export process begins without password dialogue box.
You are done! Your data will backup successfully on Outlook 2013, 2016. The process will take time if you have selected large PST file. The progress window will run on your Screen until it gets complete.
The above Export and Import process is a free way to back up your Outlook data. Moreover, it gives option to export relevant data, as some data are not important for you like Junk and Deleted folder.
- Lengthy for non-technical users
- Time consuming
- It is not feasible for large scale business organization
- Doesn’t provide 100% data safety assurance
It is sufficient to fulfil the need of individual’s but corporate users should try advanced backup solution.
As I have experience, Stellar Mail Backup software is a good option for single or technician users.
To find Fully functional Demo for 15 Days, reach at: http://www.stellaroutlooktools.com/backup/outlook-mail.php