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How To Backup Outlook Pst Files
For many PC users, backing up files is something that is never thought about until after a problem occurs. However, it always helps to be prepared by learning how to backup Outlook pst files before a problem arises. Regularly backing up Outlook files is a must for anyone who depends on Outlook for contact, scheduling, and email services. Ideally, an off-site backup is preferable, as it allows file restoration in the event the computer is stolen or damaged beyond repair. Below are several options for safe backup of data.
First, here are instructions for backing up PST files.
Manually Copy the PST File
The quickest and easiest method for backing up PST files is simply to copy those files to another location. In Windows XP, the PST file is located at:
C:/Documents and Settings/%username%/Local Settings/Application Data/Microsoft/Outlook/.
In WIndows Vista and Windows 7, the location is:
C:/Users/%username%/AppData/Local?Microsoft/Outlook/.
Simply copy that file from one of the above locations to another file or folder, external hard drive, USB flash drive or optical drive such as a CD-ROM. The backup is now available in the event the original file is damaged or lost.
To restore the data in the event of a system crash or other problem, simply open Outlook, go to "File - Data File Management" and select the "Data File" tab. Browse for your backup file location and open it.
Use Your PST File From a Different Location
When Windows crashes for any reason, it is generally the files located on the C drive that tend to be corrupted. For that reason, it is recommended that your PST file be moved to a different drive and the data path be set for that drive. To accomplish that, first close Outlook. Next, relocate the PST file from the default folder mentioned above, restart Outlook, and browse for the new location when prompted to do so.
For even better protection, rename the old Outlook file with a new extension to allow for restoring the file in the event of damage to the new, relocated file.
Import and Export
Microsoft Outlook includes a feature that allows users to export personal folders and re-import them at a later time. This feature is used to export a PST file to a secure location on the hard drive and re-import it in the event of a system failure. To export the PST file for Outlook, go to "File", "Import and Export". In the pop-up dialogue box, choose "Export to a File". In the next window, choose "Personal Folder File (pst)". In the next dialogue box, choose the folders to export. Keep the "Include Subfolders" box checked to ensure that all folders and subfolders are included in the exported file. In the next window that pops up, select a file name for the exported file and browse ofr its new location.
To import from the backup file, go to "File", "Import and Export" and select "Import from another program or file" from the dialogue box. Next, select "Personal Folder File (pst)". Browse for the backup file and import it as needed. Using this procedure ensures that all settings included in the old file will be reapplied to Outlook.
Use the PST file backup add-in
Microsoft provides a free add-in for Outlook that allows users to backup PST files at the click of a button. "Personal Folders Backup" is a free download from Microsoft. The utility adds a new option titled "Backup" to the "File" menu. This tool allows users to select the files and folders to be backed up and allows scheduling of the the backups.
Users may also select other auto backup programs like Acronis, Migo, or the free built-in Windows Backup software. Keep in mind that the free Windows program requires user interaction more than the other options. It is recommended that users verify the backups completed properly when using the Microsoft program as it has a history of not fully backing up all data. For that reason, consider purchasing one of the other programs.
