The risks of not creating a backup are something that users learn the hard way. If you have ever undergone a system crash, then you must be familiar with the pains of data loss. If you use Microsoft Outlook as a personal management tool and email client, then you need to backup your Outlook files. This should save you a lot of stress and eliminate the chances of data loss. Since emails contain a lot of valuable information, it is necessary to back them up. Experts advise users to back up essential data on a regular basis. You can quickly back up your Outlook data. Read on to know how to do it.
Steps for creating a backup of your Outlook data
- Before backing up your Outlook, you need to get a clear picture of how data is stored in Outlook. All of the Outlook data such as files, contacts, events, emails, etc., are saved in one file located in the system. If you copy that file, all of your Outlook data will get backed up.
- Now, you need to go the location of the Outlook file. Here is how you can do it.
- Go to Explorer and go to the Outlook folder. However, make sure that you unhide the hidden folders. Go to View. Click on Hidden Items. Go to Folder. Tick the box next to Display hidden files and folders. Now, you will be able to see the folder named AppData in the User window.
- Go to Windows and search %appdata% in the box. Soon, a Roaming prompt will launch. Navigate to the AppData folder. Click on Local. After that go to Microsoft. Find the outlook folder and click on it.
- If you are using an older version of Windows then you will find the folder here: C:\Documents and Settings\%username%\Local Settings\Application Data\Microsoft\Outlook\.
- Now, you need to find the Outlook data files. They will be either in personal storage table format or offline storage table format. The names of the files will be according to the email ID that they are linked to. Usually, an Outlook user should have a PST extension file. However, if you are an Outlook Exchange user, then your Outlook data file extension will be OST. After locating the file, just copy it.
- Determine the manner you desire to backup the data. You can create a secure backup of the Outlook data via several methods. If you backup the data in separate places, it will increase the security and protect your data if the hard drive crashes or a ransomware attack encrypts it.
- You can create a backup of the data to an external drive such a pen drive. If you are a regular Outlook user, then your backup file will not be more than 100MBs. Thus, you can save the file in a pen drive.
- You may also burn the data to a CD/DVD.
- You may save the data to a secure cloud storage service like Google Drive and Microsoft OneDrive.
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