5 Methods to Back up Outlook mails

5 Methods to Back up All Outlook mails

Backup is very important for file preservation. Here are five ways or methods in which you can back up your outlook mails.

Jul 18, 2020 • Filed to: Recover & Repair Emails • Proven solutions

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The problems of losing one’s important data like an account email data, which includes all the messages in the email, contact information, file attachment, and lots more due to various issues.

This can be solved by simply backing it up to your system or any other way. This helps in securing your data. Five methods to back up outlook mails explains in details, various ways and also the steps needed to assist you in backing up your mails.

Why you need Outlook Backups

Back ups are very important because of unforeseen circumstances. Unforeseen circumstances like files getting corrupted files, unintentional and intentional deletion, hardware malfunctions, system crash, malicious software etc. Backing up prevents you from losing important documents if those circumstances happens.

Backing up your mails is a way of securing your data and ensuring that you don’t lose any important information. Microsoft Outlooks is a Microsoft tool which is part of the Microsoft office suite that manages personal information.

It is primarily an email application and it also has a calendar, task and contact manager, a Brower, etc. For most organizations, mails are the cornerstone of corporate communication. Because of emails, personal information, agreements, receipts and all sorts of sensitive documents can be exchanged and efficiently stored securely and easily.

Unfortunately, all data could at some stage suffer unintended damage or loss of data. In many cases e-mail data may be removed or damaged. In order to keep these documents and information safe, all measures should be taken to ensure the safety.

These backups are available whenever you need it. Backup should be done on a regular basis to guarantee the safety of your documents.

How to Backup Outlook Email

There are various ways or methods of backing up Outlook email. It shall be explained in detailed steps below.

Method 1. How to Export Emails from Outlook to PST format

PST is a file format used by Microsoft outlook in storing important things like an account email data which includes all the messages in the email, contact information, file attachment, and lots more. Below are the following steps on how to export emails from outlook to PST format.

Step 1: Click on file > Click on Open and Export > Click on Import or Export: The first step is to click on file located at the upper left end of the taskbar, then navigate down to open and export, beside it, import of export shows up.

Step 2: Choose Export to a file and then Click Next: you would see a couple of options, choose export to a file then navigate down to click Next.

Step 3: Select Outlook Data File (.pst), then Click on Next

Step 4: Select the folder with the mail you want to back up and click Next.

Step 5: Choose the location where the backup file would be, Name the backup file and then select Finish.

Step 6: If you want to make sure that nobody has access to your files, enter and validate a password and choose OK.


Method 2. How to Drop and Drag Emails to File Explorer Folders

Outlook helps you save and organize email messages, contact information, file attachment, and lots more just like a file cabinet that contains folders helps you organize your documents. Below are the following steps on how to Drop and Drag Emails to File Explorer Folders.

Step 1: Select the files or items that you want to move by left clicking the mouse and holding down the mouse over the items that you want to move.

Step 2: After selecting the items that you want to move you can either left click on the items and hold it down, while holding it down, drag the items to the folder where it is meant to be saved and then release the mouse by removing your hand from the mouse you were clicking.
Or

Step 2: After selecting the items that you want to move you can either right click on the items, then a context menu appears where you select move. Then paste in the designation folder.

Method 3. Export Emails to an OLM File in Outlook for Mac

You can achieve or save messages, contact information, file attachment, and lots more manually to an OLM File (outlook for Mac Data file), which can be lept for safekeeping anywhere on your Mac. Below are the following steps on how to Export Emails to an OLM files.

Step 1: Click on the Tools tab in the taskbar located up, a drop tab shows, then Select Export.

Step 2: A context box shows with a couple of information, the Export to Archive File (.olm) box, click on the items that you want to export, and then click on continue

Step 3: A save as box shows up. In the box, click on Favourites, then under it click on downloads folder, and then click on Save.

Step 4: After clicking on save, your data starts exporting. Once the process is done, a pop-up notification shows up, then click on Finish.

Method 4: Export and Backup Emails from Outlook to Gmail

Below are the following steps on how to Export and Backup Emails from Outlook to Gmail.

Step 1: Open the Gmail home on your web browser: Open your browser on your personalised computer and then open the Gmail homepage.

Step 2: Log into the Gmail Home page by typing in your username or email address and as well as your password.

Step 3: Click on the Gear Icon in the top right then select Mail Settings. > Forwarding and POP/IMAP > Enable IMAP then click Save.

Step 4: Open the Microsoft office program. Click on the Tools tab in the taskbar located up, a drop tab shows, then Select Import and Export.

Step 5: Click on Import from another file > Next. A pop-up shows, click Personal Folder File (.pst) > Next. Then select a location > Rename > Finish.

Step 6: Right-click on the Personal Folder in outlook panel after export is done, Click Copy, the right-click on the Gmail icon in the panel and select paste.


Method 5. Export Outlook Emails to Microsoft Excel

It is quick to export the emails from Outlook to Excel. However, keep in mind that you will maintain only plain text and simple links. All other information goes missing. If you want to recover the formatting finally, saving as HTML files is a good alternative. Below are the following steps on how to Export Outlook Emails to Microsoft Excel.

Step 1: Open Microsoft Outlook and then select File in the taskbar up. Navigate down to Open and Export option.

Step 2: In the Open and Export Option, Click on Import or Export > Export to a file.

Step 3: Set the file type to Microsoft Excel file(Comma Seperated Value).

Step 4: Choose the location where the backup file would be, Name the backup file and then select Finish.

Microsoft Outlook is actually one of the best email systems and it is a good choice for many email users. It organizes and arranges various mails very well, integrates with various extensions just to provide a good service. Mail loss can happen due to various reasons and this can be avoided by backing up your email. You can either back them by to Exporting them from Outlook to PST format or OLM files for Mac or Dragging them into fail explorer folders or backing them up to Gmail or Microsoft excel.

What if you lost Outlook Email files?

Gaining access to your lost email files is no trouble as you can recover your emails through the .pst files saved as a backup but what would you do if those .pst files get lost? While losing your data to corruption or any other similar incident can be a really frustrating experience, luckily there actually is something that we could do about that.

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Step 3 You can preview all recovered files after the scan, select the recovered email files and click "Recover" button to save them.

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Amy Dennis

staff Editor

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