How to backup or copy Outlook information

Content
  1. Don’t lose any important emails and contacts, backup your Outlook PST file
  2. Backup or copy Outlook email, contacts and other data
  3. What Outlook data and settings are not saved in PST files?

Don’t lose any important emails and contacts, backup your Outlook PST file

Outlook stores many important e-mail messages, contact information, and calendar events. Be careful not to lose everything in the event of a hard drive or other accident. Back up your personal folders (.pst) – that’s where Outlook stores all your important data.

The instructions in this article apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Office 365.

Backup or copy Outlook email, contacts and other data

Backing up your Outlook data (or moving it to another computer) is as easy as copying a single file.

  1. Go to File and select Information .

  2. Select account settings > account settings .

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  3. In the dialog box account settings select tab Data files .

  4. mention Name select the PST file you want to zip.

    OST files (files in the Location column with an .ost extension) store emails for Exchange and IMAP email accounts. You can copy these OST files but use a third party tool like OST to PST Converter to extract data from OST files.

  5. Select Open file location .

  6. In Windows Explorer, right-click the highlighted file.

  7. Select To copy .

    If you don’t want to right-click on a file, go to the tab House and select To copy . Or, if you prefer hotkeys, press ctrl+c .

  8. Navigate to the folder you want to back up or copy the PST file from, then select House > Insert . Or click on Ctrl+V .

  9. Close the Windows Explorer window.

  10. In the dialog box account settings select close to .

What Outlook data and settings are not saved in PST files?

Outlook stores the most important data in PST files, but some settings are stored in separate files that you can also backup or copy.

Specifically, these files and their default location include:

  • Outlook-created email signatures: .rtf, .txt, and .htm files (one for each format) with signature-like names are located in Users [user] AppDataRoamingMicrosoftSignatures .

  • Settings for sending and receiving schedules in Outlook: .srs files (for example, Outlook.srs) are located in Users [user] AppDataRoamingMicrosoftOutlook .

  • Emails saved as templates for reuse: .oft files (such as Template.oft) are located in the folder Users [user] AppDataRoamingMicrosoftTemplates .

  • Dictionaries that contain words that you don’t want Outlook’s spell checker to flag as spelling errors: .dic files (such as Custom.dic) are located in Users [user] AppDataRoamingMicrosoftuProof

  • Printer settings (including page sizes and header or footer) for emails created in Outlook: OutlPrnt is located in Users [user] AppDataRoamingMicrosoftOutlook .

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