Back Up All of Outlook PLEEAAZE!

Too many disasters happening. You’re not protecting yourself. Save your data! Here is how to back up Outlook messages, contacts, appointments, tasks, notes, and journal entries (all saved in the .pst file). I’m using Outlook 2003.

  1. Get an external storage device ready to store a large file (flash drive, CD, etc.). The file will be huge (mine is over 175MB). Flash drive is better because if you burn to a CD, the file will become Read Only. To use it, you’ll have to right-click on it, click Properties, and untick Read-only.
  2. In Outlook, click the Tools menu, Options.
  3. Click the Mail Setup tab, Data Files button.
  4. Click Personal Folders, Open Folder button.
  5. Close Outlook.
  6. Right-click the Outlook.pst file, Send To, choose drive you set up in Step 1. (If you get an error message about another process having Outlook locked, shut down other applications such as MSN Desktop Search, Yahoo! or Google Desktop Search, etc. You should also uncradle your PDA and disable all Outlook add-ins. If this doesn’t work, this article offers other solutions http://www.howto-outlook.com/faq/outlookdoesntclose.htm)
  7. Now repeat the process for the Archive.pst and save it.
  8. Save this file location to your Favorites.
  9. Add this file location to any automatic backup process you’ve set up (e.g., MozyPro, external hard drive, etc.).
  10. Enjoy more peace of mind.

Back Up Outlook Signature Files. You will probably also want to back up your signature files and rules if you’ve set them up.

The path to the Signatures folder is C:Documents and SettingsyournameApplication DataMicrosoftSignatures (MozyPro keeps this folder backed up for me).

And if you’ve created any rules, you’ll want to back them up too. The only way I’ve found to do this is to export them to another file location.

  1. From the Inbox, click the Tools menu, Rules and Alerts, Email Rules tab, Options button.
  2. Export Rules and save.

Restore Outlook Using the Backup. Copy the backup file to the same folder as above. But, if you need to keep data you’ve added since the backup:

  1. Click the File menu, Import and Export, Import from another program or file, Next, Personal Folder File (.pst), Next.
  2. Browse to find the backup file you created, and choose the option Replace duplicates…).

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