How to Back Up Microsoft Outlook

Computer experts recommend backing up important files regularly, but we often forget to back up email files. For many, email and contacts are among the most important data on the computer. Computer users can choose from 3 methods when they want to back up Microsoft Outlook.

Steps

1. 1
   Look for Microsoft Outlook data in the Personal Folders file, which have a .pst extension. Outlook data includes messages, tasks, appointments, contacts and journal entries.
• Select "File" from the top menu bar.
  
• Choose "Data File Management" or "Account Settings" under "Tools."
  
• Select the "Data Files" tab and highlight the files you want to back up.
  
• Click on "Open Folder," and you will be taken to the .pst files.
  
• 
  2
  Backup .pst files to removable media for protection or if you later need to restore files.
  • Removable media includes CDs, DVDs, USB flash drives and external hard drives.
• 3
  Choose between the three ways to back up Outlook files:
  • Personal Folders Backup tool.
  • Exporting.
  • Archiving.
• 
  4
  Download the Personal Folders Backup Tool for free at the Microsoft Download Center at http://www.microsoft.com/downloads/.
  • Outlook should be closed during download and installation.
  • Follow the download instructions.
• 
  5
  Set up and install the backup tool by double-clicking "Pfbackup.exe."
  • Complete installation by following the on-screen instructions.
• 
  6
  Start the Outlook program and go to the .pst folder or other folders you plan to back up.
• 
  7
  Click on the "File" command and then "Backup."
• 8
  Select "Options" and check the box for every item you want to back up.
  • You can also navigate to another location, if needed, and check files for backing up.
    
  • Click "Open."
    
• 
  9
  Return to the "File" command on the menu bar and click "Backup."
• 
  10
  Navigate to "My Computer" and "Folder Options" if you want to backup earlier versions, such as Microsoft Windows Server� 2003 or Outlook 2002.
• Select the "View" tab, and then click on "Show hidden files."
  
• Set up the backup location for the .pst file.
• Click "Backup" under the "File" menu.

WARNINGS

• The backup tool download is incompatible with East Asian operating systems with English versions of Microsoft Outlook.
• Don't export .pst files that include Microsoft Outlook 2003 or later versions to a Microsoft Outlook 97-2002 .pst file. Outlook 97-2002 does not support Unicode and therefore will display incorrectly.