Back up your email on a local device [Outlook]

Your server should keep copies of your email and it should be available if you set up your email on a new device. Still, sometimes you might want to back up your email to a local device, like your laptop or an external hard drive.

Sysadmin365 can help you back up your email and store it safely, or you can try to do it yourself.

Here is how to do back up email to a .pst file:

1. Select File > Open & Export > Import/Export.

2. Select Export to a file, and then select Next.

3. Select Outlook Data File (.pst) and select Next.

4. Select the mail folder you want to back up and select Next.

Select the folders that you want to back up. Do option a) if you only want to back up a specific folder.

Note that if you select your email address instead of a folder, it will export all folders – including your calendar – all at once. Do option b) if you want to back up all your email.



5. Choose a location and name for your backup file, and then select Finish.

Handy tip: If you would like to update a previous backup with new email, browse for your previous backup file, then select the “Do not export duplicates” option.

It will quickly export only the new emails, and not go through the whole process of exporting all emails again.

6. If you want to ensure no one has access to your files, enter and confirm a password, and then select OK.

However, if you’re keeping this on a laptop that’s already secure, you don’t need to enter a password. Leave it empty, just click OK.

The messages that you keep in a .pst file are no different from other messages. You can forward, reply, or search through the stored messages as you do with other messages.

You can access email in your .pst backup with Outlook. This tutorial will explain how.

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