How To Backup Outlook Emails

How To Backup Outlook Emails


How To Backup Outlook Emails: In today’s digital age, email has become an essential tool for communication, both in personal and professional spheres. Microsoft Outlook, a popular email client, is widely used by individuals and organisations alike. With the increasing reliance on emails for important information and correspondence, it is crucial to have a reliable backup system in place to safeguard your Outlook emails.

Backing up Outlook emails not only protects against accidental data loss but also ensures that you can access and restore your emails in case of system failures, hardware issues, or other unforeseen circumstances. A backup provides an extra layer of security, giving you peace of mind knowing that your valuable email data is safe and recoverable.

Fortunately, Outlook offers several methods to backup emails effectively. One common approach is to use the built-in export feature provided by Outlook. This allows you to create a copy of your emails in a file format such as PST (Personal Storage Table), which can be easily imported back into Outlook when needed.

Additionally, third-party backup solutions are available that offer advanced features and automated backup options for Outlook. These tools often provide incremental backups, allowing you to capture only the changes made since the last backup, thereby saving storage space and reducing backup time.

Can I backup my emails to an external hard drive?

Backing up to an external hard drive is an excellent way to protect your emails from a software crash or virus attack. The emails stored on external drives are easy for offline viewing. You can take your backup with you and access it on any computer by connecting the external hard drive.

Yes, you can backup your Outlook emails to an external hard drive. The process involves exporting your emails from Outlook and saving them to the external hard drive as a backup.

Here are the steps to backup Outlook emails to an external hard drive:

  • Connect the external hard drive to your computer and ensure it is properly recognized.
  • Open Microsoft Outlook on your computer.
  • Click on the “File” tab or menu at the top left corner of the Outlook window.
  • In the File menu, select “Open & Export” or “Open” (depending on your Outlook version).
  • Choose “Import/Export” from the options provided. This will open the Import and Export Wizard.
  • Select “Export to a file” and click “Next”.
  • Choose “Outlook Data File (.pst)” as the file type to export and click “Next”.
  • Select the folders or specific emails you want to backup. You can choose to include subfolders if needed.
  • Browse to the location where you want to save the backup file on the external hard drive.
  • Name the backup file and click “Finish” to begin the export process.

Outlook will start exporting your selected emails and save them as a PST file on the external hard drive. The time it takes to complete the backup process will depend on the size of your mailbox and the speed of your computer.

How To Backup Outlook Emails

Can I save Outlook emails to the hard drive?

You can save Outlook emails to your hard drive with the built-in “export to a file” function. However, this will create a PST file that you will need to import into Microsoft Outlook if you want to access the emails.

Outlook will save the selected emails or folders as separate files on your computer’s hard drive in the chosen format. You can then access and manage these saved files using file explorer or other applicable software.

Remember to create a systematic folder structure or use descriptive file names to easily locate and organise your saved Outlook emails on your hard drive. Regularly saving important emails to your hard drive can provide an additional layer of backup and accessibility for your email data.

Does Outlook have a backup feature?

Outlook backup is the process of ensuring your Outlook data exists as a reserve copy in a secondary location (a USB drive, a disc or a cloud storage service, such as Google Drive or OneDrive). Your Outlook information includes emails, folders, contacts, calendars and more.

Outlook will start exporting the selected data and save it as a PST (Personal Storage Table) file, which serves as a backup of your Outlook items. The time it takes to complete the backup process will depend on the size of your mailbox and the speed of your computer.

It’s important to note that this backup feature in Outlook creates a snapshot of your data at a specific point in time. To maintain up-to-date backups, you should regularly perform this export process or utilise automated backup solutions.

By utilising Outlook’s built-in backup feature, you can easily create backups of your important Outlook data and have a safeguard against data loss or corruption.

How do I backup my entire email?

Enter your email server details and press Sign In. Right-click the email folder you want to backup and choose Export Mailbox. Select your destination folder and press the Choose button. Mail will export your emails in the form of . mbox archive.

The time it takes to complete the backup process will depend on the size of your mailbox and the speed of your computer.

Remember to store the backup file in a safe location, either on an external storage device or in the cloud, to protect it from potential data loss or damage.

By following these steps, you can create a comprehensive backup of your entire email in Microsoft Outlook, ensuring that all your important messages and data are securely saved for future reference or in case of any unforeseen issues.

How do I save Outlook emails to the hard drive without PST?

You must use the Email Archiving Tool to save Outlook emails to a hard drive without PST. It allows users to save Outlook emails to PDF, MBOX, PST, EML, EMLX, PNG, HTML, DOC, DOCX, etc. Moreover, it also archives emails from Outlook to Gmail, Office 365, Yahoo, Thunderbird, GoDaddy email, Hotmail, IMAP, and others.

If you want to save Outlook emails to your hard drive without using the PST (Personal Storage Table) file format, there are alternative methods available.

Remember that when using these alternative methods, the saved emails will be separate files rather than a single consolidated backup. Ensure you have a systematic organisation system in place to manage and locate the saved emails on your hard drive easily.

Does Outlook store emails locally?

When you add an email account to Outlook, a local copy of your information is stored on your computer. This feature allows you to access your previously downloaded or synchronised email messages, calendar information, contacts, and tasks without an internet connection.

Yes, by default, Outlook stores emails locally on your computer. When you use Microsoft Outlook as an email client, it downloads and stores your emails, along with other data such as contacts, calendars, and tasks, in a local data file on your computer’s hard drive.

The local storage file used by Outlook is known as a Personal Storage Table (PST) file. It is a proprietary file format specific to Outlook and can be used to store various Outlook data items, including emails, folders, attachments, and more. PST files are typically located on your computer’s hard drive and are associated with a specific Outlook profile.

The location of the PST file can vary depending on your Outlook version and configuration. By default, the PST file is stored in a specific folder within your user profile directory on your computer. However, you can also choose a custom location or use multiple PST files if desired.

How To Backup Outlook Emails

How do I backup my emails to OneDrive?

Go to the OneDrive website and sign in to your Microsoft OneDrive account. 7. On the top-panel of the account, choose the “Upload” option and select the emails of which you want from the local computer and add it to OneDrive.

Once the upload is complete, your email backup files will be stored in the designated folder on your OneDrive account. This ensures that your emails are backed up in the cloud and accessible from any device with internet access.

Remember to periodically update your email backup on OneDrive to include any new or changed emails you want to preserve. This helps ensure that your backup remains up-to-date and comprehensive.

What is the difference between export and archive in Outlook?

while Export copies the items you are exporting, Archive removes them from your current data file. You would use Export to create a backup of your data, especially when you are not using a pst file, or to create a copy to use on another computer.23


Exporting in Outlook refers to the process of creating a copy of specific data or items, such as emails, contacts, calendars, or tasks, and saving them as separate files in a desired format. The exported data can be stored on your computer’s hard drive, an external storage device, or a cloud storage service. The primary purpose of exporting is to create backups, transfer data to another system or application, or share specific items with others. Exported data can be imported back into Outlook or other compatible software if needed. The exported files are separate from your primary Outlook mailbox and do not affect the original data.


Archiving in Outlook involves moving older or less frequently accessed items from your primary mailbox to an Archive folder or a separate data file, known as an Archive PST file. Archiving helps manage mailbox size, improve performance, and reduce clutter in your main mailbox. Archiving is typically used for items that are still valuable but not needed for everyday access. Archived items are stored locally on your computer or on a server, depending on your Outlook configuration.

What is the difference between a PST and Outlook data file?

PST files can be moved to the local computer while OST files are synchronised individually using a server. PST file supports uploads to other email services, but OST files cannot be moved to other services unless it’s converted.

a PST file is a standard Outlook data file that stores data locally on your computer’s hard drive, while an OST file is a synchronised copy of your mailbox data from an Exchange or Microsoft 365 account, enabling offline access. Both file formats serve different purposes and are used in specific scenarios depending on your email account type and data management needs.

How do I copy all emails from Outlook Web?

Open your Outlook and click File on the top-left corner. Then Click Open and Export, and select Import/Outport. Choose Export to a File, and then tap the Next button.

This method requires configuring and synchronising both email clients, and it allows you to transfer the emails directly between the two.

Remember that these methods copy the content of the emails but not the email metadata (e.g., sender, recipient, timestamp). Also, keep in mind any applicable email retention policies or legal considerations when copying emails.

These options should help you copy emails from Outlook Web based on your specific needs. Choose the method that suits you best, depending on the number of emails you want to copy and the destination where you want to store them.

How To Backup Outlook Emails


Backing up your Outlook emails is a vital step in ensuring the security and availability of your valuable email data. With the increasing reliance on emails for communication and the potential risks of data loss, having a backup system in place is essential.

Throughout this guide, we have explored various methods to backup Outlook emails. Whether you choose to utilise the built-in export feature provided by Outlook or opt for third-party backup solutions, the key is to establish a regular backup routine and choose a method that suits your needs.

By backing up your Outlook emails, you gain the ability to restore your data in case of accidental deletion, hardware failures, or system crashes. This can be especially crucial for individuals who rely on email for personal communication or businesses that rely on email correspondence for important transactions and records.

Taking the time to implement a reliable backup system for your Outlook emails is a proactive measure that can save you from potential headaches and frustrations in the future. So, don’t delay—start backing up your Outlook emails today and ensure the safety and accessibility of your important email data.