The Ultimate Guide to Backing up Outlook Data

The Ultimate Guide to Backing up Outlook Data
Backup your emails

Backing up your Microsoft Outlook data is an essential task for anyone who relies on this popular email client. Whether you are a business user or a personal user, losing important data such as emails, contacts, and calendars can be devastating. Fortunately, backing up your Outlook data is a straightforward process that can be completed in just a few steps.

In this article, we will walk you through the process of backing up your Outlook data using various methods, including Microsoft's own instructions [1], exporting data from another email account [2], and using third-party software.

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How to Back Up Your Outlook Data

There are several ways to backup your Outlook data. Here are some methods you can use:

Method 1: Using Microsoft's built-in backup feature

Follow these steps to back up your Outlook data using Microsoft's built-in feature:

Launch Outlook on your computer.

  1. Click the "File" tab in the ribbon.
  2. Click "Open & Export" in the left-hand menu.
  3. Click "Import/Export."
  4. Click "Export to a file" and then select the "Next" button.
  5. From the next window, highlight "Outlook Data File (.pst)" and click "Next" to proceed.
  6. Select the mail folder you want to back up and click "Next."
  7. Choose a location and name for your backup file, and then click "Finish."
  8. If you want to ensure no one has access to your files, enter and confirm a password, and then click "OK".

Method 2: Exporting data from another email account

If you are moving your email from another account to Office 365, you can export your email from the old account to a .pst file and then import it into Office 365. Follow these steps:

  1. Add both accounts to Outlook on your desktop
  2. Wait for all of your email to appear (if you have a lot, this can be a long time).
  3. Use Outlook to export the email from your old account to a .pst file.
  4. Import the .pst file to your Office 365 account.

Method 3: Using third-party software

There are several third-party software applications available that can help you backup your Outlook data. These applications can be useful if you want to automate the backup process and have more control over the backup settings.

Wondershare WW
  • Stellar Converter for OST
    This tool allows you to convert your OST files to PST format, which can be easily backed up. You can also export your mailbox data to various formats, including Office 365, Exchange Server, and Gmail.
  • CodeTwo Backup for Office 365
    This software lets you create automatic backups of your Office 365 mailboxes and public folders. You can also choose the backup frequency, retention period, and other settings.
  • Acronis Cyber Backup
    This tool is a comprehensive backup solution that can backup your entire computer, including your Outlook data. It can create regular backups and store them locally or in the cloud.

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  • MailStore Home
    This is a free email backup software that can backup your Outlook emails and other email accounts. It supports several email clients and services, including Outlook, Gmail, Yahoo, and more.

Before you choose a third-party backup tool, make sure to check the software's compatibility with your Outlook version and operating system. You should also review the backup settings and options to ensure that they meet your requirements.

In conclusion

backing up your Outlook data is crucial to ensure that you do not lose any important emails or attachments. You can use any of the three methods discussed above to backup your data.

It is recommended to backup your data regularly to ensure that you have the most up-to-date version of your emails and other data.