How to Backup Outlook Data?

It is important to understand how to backup Outlook data. This article explains complete process to backup Outlook data. Microsoft Outlook files are stored in .pst files. Backup is not only required for .pst files but also for complete Outlook elements like Outlook shortcuts, Personal Address Book, Rules, Signatures, Stationery, Menu of toolbar customizations, nicknames etc.

Appropriate Way to Backup Data: When backup is carried on, a new plug-in for MS Outlook is automatically created and this plug-in is installed with backup for Outlook.

Steps: Some steps are given below to create a new backup using automatic plug-in:

  1. First open backup
  2. Then, select File >> New Backup (Ctrl + N)
  3. In the name field of first page, enter name for backup
  4. Now, select the location for backup
  5. Press the Next button
  6. In this way, a new plug-in for MS Outlook is created
  7. Now, select the backup type
  8. Press the Save button
  9. By pressing save, new backup job will appear in the backup list
  10. Press F6 so that you can start backing up MS Outlook data

With passing time, size of PST files gets larger and larger as you keep receiving and sending many emails every day. If some change occurs in a PST file; for instance, if it receives one email, then the whole .pst file will be backed up as it is difficult to backup changes inside the .pst file. So, it is important to understand that full backup is useful. Also, make sure to limit number of backups in order to save disk space.

SysTools have lots of software for Outlook and Lotus Notes user if they are unable to manage their Meta data like PST Merge to merge Outlook files, Split PST to split weighted PST file, Outlook conversion to convert from Notes to Outlook and many more.