Ultimate Guide for Beginners: How to Backup Outlook Emails?

How to Backup Emails, Contacts, and Calendar items in Outlook 2007/2013/2016/365?

Have you lost your essential Outlook data and do not have a backup? Get out of your panic and learn how to backup your Outlook emails and recover lost emails from Outlook.

Wondershare Recoverit Authors

Nov 27, 2020 • Filed to: Recover & Repair Emails • Proven solutions


Do you use Microsoft Outlook for your official communication? If yes, your emails, contacts, and calendar items stored in your Outlook might be very important for you. Can you afford to lose your vital data because of any accidental deletion or any data corruption? Surely not! Backup outlook data helps you keep your key information safe.

And this article will guide you on why backup outlook calendar, email, and contact is necessary. You will learn the ways to backup Microsoft Outlook, drop and drag a single email to File Explorer for backup, and export a single email as HTML or TXT for backup.

However, if you forgot to take backup and loses any of your crucial data, worry not! Read on to learn to recover data easily with Recoverit software.

I think you might also be interested in How to Recover Shift+Deleted Emails from Outlook.

Part 1: How to Backup Outlook Emails, Contacts, And Calendar?

Usually, Outlook users do not think of taking backup of their emails, contacts, calendars, or other data on it. It is because most of them do not have the awareness to perform a regular backup, or probably they do not know how to manage it.

What if you can not access your Outlook or lose its access due to any technical or manual error? All your imp emails and other stored information might be gone forever! So, whether you are using Outlook for personal use or business purposes, taking regular backup is necessary. A backup helps you:

  • Avoid data loss by accidental deletion or account hack.
  • Access your important emails, contacts, and calendar even when you are unable to open Outlook due to server problems or other reasons.
  • Manage storage space in Outlook.

And scroll on the post, you can see step-by-step instructions on Outlook emails, contracts, calendar backup.

NOTE!The instructions for Outlook 2007/2010 and Outlook 2013/2016/365 backup are different, so I provide two guides separately.

1 Backup emails, contacts, and calendar in Outlook 2007/2010?

Whatever be the reason behind a data loss, backup Outlook 2010 or backup Outlook 2007 keep your Outlook data fully secure.

If you are using Outlook 2010, take backup with these easy steps.

Step 1: Open the "file" tab and then reach the "export" option

For 2007 Outlook users:

an arrow from file menu pointing import export option

For 2010 Outlook users:

an arrow pointing export option

In the 2010 Outlook version, you can reach the "export" button by following the below path:

File -> Options -> Advanced -> Export

Step 2 – Select the option "Export to a file" and enter next

export to a file option highlighted

Step 3 – Click on "Outlook Data File" and then enter on the "next"

outlook data file (.pst) highlighted

Step 4 – Select the email account and folders for backup

email account that needs backup is selected

After choosing the email account that requires backup, select the required folder that you like to export.

Note! Do not select multiple folders together. Though you choose emails, contacts, and calendars together, you cannot back up all these folders together.

To proceed, you need to select the inbox to backup email Outlook 2010. Once the backup completes, now select "contacts" and complete backup Outlook contacts. In the same manner, you need to repeat this step to complete the backup of every required folder.

But here, if you would like to take the backup of all the subfolders, you can check the box – include subfolders.

Step 5 – Select the location to save the copy of your files

When you backup Outlook 2007 or backup Outlook 2010, the wizard asks you to keep the copy of the .pst file at the default location. But you can even save it to any other desired path. Here if you are exporting files to the existing .pst files, choose the option to duplicate items.

an arrow pointing to click on finish button

If you have previously exported any Outlook data, the wizard will show the name of the previous folder. Ensure to select the different file names and prevent overwriting your previous backup.

Step 6 – Create a new .pst file if exporting to a new file

arrows pointing password and verify password

If you are exporting files to a new .pst file, protect it with a password as it may contain sensitive information. Enter your password and confirm it. Here if you do not want to protect your backup with a password, you can leave the fields empty.

If you are exporting backup to your existing .pst file type your earlier password. Here if your previous .pst file is not password protected, then the wizard will begin the process without showing you the password box.

2 Backup email, contacts, and calendar in Outlook 2013/2016/365?

Office 365 does not require a backup because the files are already stored on the cloud. This helps you in easily accessing saved files from any location. The need to backup Outlook 365 arises in specific scenarios, like when you are changing your Office 365 account, etc. In such cases, you need to create a local copy of your data. If you are using Outlook 2013 or 2016, then taking backup of email, your stored contacts, and calendar is quite easy.

You can proceed with it in the following way:

Step 1 – Add Office 365 Account on Desktop Outlook

Click on the file and add your account.

an arrow pointing to add an account

Step 2 – Enter Password When Prompted

The Outlook that appears after the selection of the account depends on the Outlook version you are using. When prompted, enter the password, click on OK and then Finish to use your account in Outlook 2013 or 2016.

Step 3 - Open Outlook and go with this path- file - > open &export - > import/export

import export option highlighted

The next steps are the same as discussed for Outlook 2007/2010

Step 4 – Select the option "Export to file" and tap on next

export to a file option highlighted

Step 5 – Click next after selecting the option "Outlook Data File"

outlook data file (.pst) highlighted

Step 6 – Select the email account and other subfolders that needs backup

email account that needs backup is selected

Step 7 – Select the location to save the copy of your files

The wizard prompts you to save your file at the default location. You can even save it on any of your desired paths. If you are exporting files to the existing .pst files, choose the option to duplicate items.

an arrow pointing to click on finish button

If you have exported any Outlook data earlier, the wizard shows the name of the previous folders. So, prevent overwriting earlier backup by selecting the different file names.

Step 8 – Create a new .pst file if exporting to a new file

arrows pointing password and verify password

Though it is an optional step, keeping your .pst file protected with a password, secures your confidential data.

Part 2: How to Drop and Drag The Single Outlook Email to File Explorer for Backup?

If you are looking for a quick and easy way of taking backup, then you will get your answer in this part. Dragging your Outlook email from inbox and dropping them to the File Explorer folder is the quick and easy way of taking backup.

Step 1 – Open the Outlook folder containing messages and also the File Explorer folder where you store your backup.

email highlighted to be dragged to file explorer folder

Step 2 – Now select the mail message and drag and drop it to the File Explorer folder.

arrow pointing backup copy

Your backup completes with these two steps. Here, your created backup with drag and drop process is not an Outlook data file, but it is an Outlook item file. When you double click it, the message will open in Outlook.

Part 3: How to Export A Single Outlook Email as HTML or TXT for Backup?

You can even backup your Outlook emails by saving the file as HTML or TXT. This gets stored in the cloud and can be emailed easily as an email attachment.

Step 1 – Open the email

window showing email

Open the Outlook inbox and select the email that needs backup. If there is an attachment in the email, it requires separate backup.

Step 2 – Backup attachment

arrow pointing save as option

Backup the attachment by downloading and making a copy of it. Your downloaded attachment needs to be renamed.

You can see a "File" tab at the top of your screen. Click on it to save the attachment as HTML or TXT file.

Step 3 – Allocate the path to save the file

save as type highlighted

When you click on the "Save as" option, a file explorer window appears. Now, select the path where you like to save the backup. From the drop-down menu, choose the file type in which you require to save the email.

Part 4: What To Do If You Lost Outlook Data without Backup?

While taking backup of your Outlook data, if you accidentally lose your contacts, emails, or calendar items, do not worry. Wondershare Recoverit Data Recovery can help you in recovering all your lost Outlook emails. Just download the app and launch it on your Windows or Mac desktop to complete the recovery step in three easy steps.

Step 1 Select Location

After launching Recoverit on your Mac or Windows, select the location from where your necessary data is lost. Begin the scan after clicking on the "Start" button.

recoverit interface

Step 2 Scan the Location

Once the scan begins, you can add filters to look for the lost Outlook emails through file type or path. When the scan is running, if your lost files are found, you can even pause or stop your scan in-between.

You can even try the "advanced video recovery" if you are unable to find emails, attachments, contacts, or calendar items with the standard scan.

scan to find outlook files

Step 3 Preview and Recover Data

When the scan completes, Recoverit gives you the preview of your recovered files. This step lets you verify that the software has recovered the right data that you are looking for. From the recovered data, choose the files that you want, and tap the "Recover" button.

preview outlook files

After recovering your files, it is recommended not to save on the same path, as it can overwrite your existing data.

This completes your data recovery, and you get access to all your lost and deleted Outlook data. So, the next time, when you forgot taking backup of your Outlook, you can recover your lost data quickly with the best Recoverit data recovery software.

The Bottom Line

By the end of this article, you must have got the idea about the necessity of taking regular backup of your Outlook emails, contacts, and calendar. Whether you are using Outlook, 2007, 2010, 2016, or 365, you can easily backup your Outlook data with the above-discussed detailed steps.

The backup will not keep your vital data secure but also gives you the chance to access it from anywhere.

But anyhow, if you forgot taking backup or lost it, then Wondershare Recoverit can help you in quickly recovering and accessing your important data. Though Recoverit is suggested for data recovery and can retrieve your important files quickly, taking backup of Outlook data is recommended.

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