BACKING UP MS OUTLOOK

We can easily backup Microsoft Outlook (emails, address book and calendar), however certain rules must be followed for this to be done correctly.

Below are instructions and tips, which must be followed to ensure trouble free and successful backup of your information.

Disclaimer:

The following advice is based on our knowledge and experience of backing up Microsoft Outlook.

Please be aware that we are not the authors of this program and cannot answer specific questions related to these products. Our customer support team will only deal with the backup and restore process and not the set up or import/export requirements of Outlook.

For complete help on Microsoft Outlook, visit the Microsoft Customer Support website

Backing Up Outlook: Emails, Address Book & Calendar

Outlook information such as e-mail, contacts and calendar are stored in a data file, called a personal folders file. This file has the extension .pst, and is commonly called a .pst file.

It is this .pst file that you need to backup.

Unless you have saved your .pst file in a specific area, it will generally be stored in the following directory:

XP users:
C:\documents&settings\theusernameofyourmachine\localsettings\
applicationdata\Microsoft\outlook\outlook.pst

VISTA users:
C:\users\theusernameofyourmachine\appdata\local\Microsoft
\outlook\outlook.pst

If you are having trouble locating the path of your .PST file, these instructions should assist:

  1. open Outlook
  2. click on 'File' (top left)
  3. click on 'Data file management'

In the Window that appears, you can see the paths to all the .pst files available on the Account. These will generally be one or more of the following:

outlook.pst
personal folder.pst
archive.pst
backup.pst

Some customers might have additional .pst folders created.

Please note down the path that appears, so you can follow this when setting up your Outlook backup.

To backup your .pst file:

  1. Open the backup software
  2. Click on NEW
  3. Create a name for your backup (i.e outlook) and click OK
  4. On the right hand side your drives should appear
  5. Left click on the '+' next to your 'C' drive to open it up
  6. Left click on the '+' next to documents and settings
  7. Left click on the '+' next to your username
  8. Left click on the '+' next to local settings
  9. Left click on the '+' next to application data
  10. Left click on the '+' next to Microsoft
  11. Left click on the '+' next to outlook
  12. You should now see the outlook.pst file - PLACE A TICK IN THIS BOX
  13. Go down to bottom right of the window where it says Backup Cycle and reduce this from 30 to 5*
  14. On the bottom left side schedule what time and how frequently you wish your backups to run
  15. Go up to the top left and click SAVE

VERY IMPORTANT:

  1. Outlook must be closed before backing up (and it must remain closed for the entire duration of the backup). For example, if you have want to backup your Outlook file every day at 11pm make sure you have closed Outlook before this time otherwise it will fail!
  2. The Outlook .pst file is a single file that changes on a daily basis as such your storage will increase each time Outlook backs up. To keep your storage levels under control we recommend reducing the Backup Cycle on all Outlook definitions (see point 13 in the instructions above).

    3. Further information on backup cycles can be found here

  3. If Outlook is not closed when you backup, you will receive a "Backup Failed" email from us. Close Outlook before the next backup and it should run successfully.
  4. If your Outlook .pst file is not located in the default location mentioned above you can locate it by doing a search for outlook.pst (go to Start > Search).
  5. Your computer must be left on and not in sleep mode. The first backup may take a long time and is best carried out overnight.

Return to top ^

Failed Outlook Backups and Laptop Users

If you are backing up Outlook on your laptop you may get lots of failed messages. This is because laptops are often turned off at the time when the backup is scheduled to run and when the laptop is next switched on, we will automatically attempt to run the missed backup, BUT if at the same time Outlook is open (which is common) the backup will fail.

If you find your Outlook backup is failing regularly either due to the above laptop example or simply because you forget to close down Outlook, backing up manually may be the answer as it should allow you to have better control over your backups so they won't fail.

If you wish to backup Outlook manually, you must first deactivate it from backing up automatically. To do this (you only need to do this once):

  1. Open the backup software
  2. Left click on your outlook definition so it's highlighted
  3. Go down to the bottom right of the window and left click in the Set Active box to remove the tick
  4. Go up to the top left of the window and click SAVE
REMEMBER:
As your outlook definition is now de-activated it can only be backed up manually.
Return to top ^

How to backup your Outlook definition manually


  1. CLOSE OUTLOOK
  2. Open the backup software
  3. Left click on your Outlook definition so it's highlighted
  4. Go up to the top right of the window and click on the "Backup Now" button
  5. Allow the backup to fully complete (or click pause if required)
  6. Once finished, click "ok" in the window that appears

Depending on the size of your definition the incremental backup may take up to an hour. You can carry on working in the background, but make sure Outlook remains closed.

Once the backup has fully completed you may re-open Outlook and use it again.

Return to top ^