Outlook mailbox data (that’s e-mails, contacts, calendar and tasks) can be backed-up (or exported) into what are known as PST files. Conversely, these PST files can also be imported into Outlook, an operation which is useful for restoring previously backed-up e-mail accounts.
How to backup / export Outlook data to a PST file
Step |
2007 Outlook Version |
2010 Outlook Version |
| 1. |
Within Outlook’s File menu, choose Import & Export |
Within Outlook’s File menu, choose Options |
| 2. |
Click 'Export a File' |
Click ‘Advanced’ and then ‘Export’ |
| 3. |
Select ‘Personal Folder File (.pst)’ and click Next |
Select ‘Personal Folder File (.pst)’ and click Next |
| 4. |
To back up the entire mailbox you must highlight ‘Mailbox – [User Name]’ and check the ‘Include subfolders’ box. Alternatively, you can select individual folders. |
To back up the entire mailbox you must highlight ‘Mailbox – [User Name]’ and check the ‘Include subfolders’ box. Alternatively, you can select individual folders. |
| 5. |
Click Next |
Click Next |
| 6. |
Click the Browse button and choose the location where you would like to export the PST file (nb. do not choose the Desktop) |
Click the Browse button and choose the location where you would like to export the PST file (nb. do not choose the Desktop) |
| 7. |
Click Finish, then click OK |
Click Finish, then click OK |
| 8. |
Outlook will now backup/export to a PST file in your chosen location. |
Outlook will now backup/export to a PST file in your chosen location. |
How to import Outlook data from a PST file
Steps |
2007 Outlook Version |
2010 Outlook Version |
| 1. |
Within Outlook’s File menu, choose Import & Export |
Within Outlook’s File menu, choose Options |
| 2. |
Select 'Import from another program or file' and click Next |
Click ‘Advanced’ and then ‘Export’ in the right-hand pane |
| 3. |
Select 'Personal Folder File (.pst)' and click Next |
Select ‘Import from another program or file’ and click Next |
| 4. |
Click the Browse Button and locate the PST file you would like to import. |
Select ‘Personal Folder File (.pst)’ and click Next |
| 5. |
Click Next |
Click the Browse button and locate the PST file you would like to import. |
| 6. |
Now select the most appropriate import location. Assuming you wish to import the data to the place in Outlook it was originally extracted from you should: a. Highlight 'Personal Folders' b. Check 'Include Subfolders' c. Check 'Import items into the same folder in: d. Select 'Mailbox - [User Name]' in the drop down box |
Click Next. |
| 7. |
Click Finish |
Now select the most appropriate import location. Assuming you wish to import the data to the place in Outlook it was originally extracted from you should: a. Highlight ‘Personal Folders’ b. Check ‘Include subfolders’ c. Check ‘Import items into the same folder in: d. Select ‘Mailbox – [User Name]’ in the drop down box |
| 8. |
Outlook will now import the data from the PST file into Outlook |
Click Finish |
| 9. |
Outlook will now import the data from the PST file into Outlook. |
[Keywords: Import, Export, Email files, Backup, Outlook 2010]
Graeme Orchard
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