Outlook
Backing up Emails on Outlook for Windows
For Windows
1. Open Outlook:
Open the Outlook application on your computer.
2. Go to Account Settings:
Click on the "File" tab in the top-left corner.
Select "Account Settings" and then again "Account Settings" from the drop-down menu.
3. Export Data:
In the Account Settings window, click on the "Data Files" tab.
Select the email account you want to backup and click "Open File Location" to see where your data file (.pst) is stored.
Close Outlook to avoid any conflicts during the copying process.
Copy the .pst file to your backup location (external hard drive, cloud storage, etc.).
4. Backup Contacts and Calendar:
Outlook stores contacts and calendar information within the .pst file. By backing up the .pst file, you are also backing up your contacts and calendar.
Ensure you have the correct .pst file by its recent modification date and size.
5. Using Import/Export Wizard:
Alternatively, you can use the Import/Export feature.
Click on the "File" tab.
Select "Open & Export" and then "Import/Export".
Choose "Export to a file" and click "Next".
Select "Outlook Data File (.pst)" and click "Next".
Select the account you want to export, making sure to include subfolders such as Inbox, Contacts, and Calendar.
Choose a location to save the .pst file and click "Finish".
Backup Emails for Outlook Mac OS
For Mac OS
1. Open Outlook:
Open the Outlook application on your Mac.
2. Export Data:
Click on the "Tools" tab in the top menu.
Select "Export".
3. Choose Data to Export:
In the Export window, select the items you want to export:
Mail (to backup emails)
Contacts (to backup contacts)
Calendar (to backup calendar events)
Click "Continue".
4. Select File Format:
Choose the file format for your export. The default option is usually a .olm file (Outlook for Mac Archive File).
Click "Continue".
5. Save the Export File:
Choose a location to save the export file (e.g., external hard drive, cloud storage).
Click "Save".
6. Completion:
Outlook will start the export process and notify you when it's complete.
Ensure you store the .olm file in a safe place for future use.
Summary
Windows: Use the .pst file located in the "Data Files" tab of Account Settings or use the Import/Export wizard to create a backup file.
Mac OS: Use the Export feature under the "Tools" tab to create an .olm file containing your emails, contacts, and calendar.
By following these instructions, you can back up your email, contacts, and calendar from Outlook on both Windows and Mac OS. Remember to store your backup files in a secure location.