HOW TO SAVE YOU MICROSOFT OUTLOOK

DATA TO ONE BACKUP FILE

This eDocument will explain in simple steps, how to backup your Microsoft Outlook emails to
1 backup file. This is good practice if you need to retain your email for future reference or if
you’re transferring your data and emails from one computer to another.

WHAT DO I NEED?

- A computer loaded with Microsoft Outlook emails

- Approx 1-10mins for the backup (dependant on the size and number of emails you
have)

THE PROCESS…

1. Firstly open up your Microsoft Outlook program. i.e. Mouse click on Start, Programs,
Microsoft Office & Microsoft Outlook.
2. It’s a good idea to quickly review all your existing emails and remove any which you
no longer wish to keep.
3. Right mouse click on your ‘Deleted’ emails icon or box and empty the deleted emails
4. Go to ‘File’ on the main menu and click on ‘Import & Export’ from the drop-down list.
(You will see a dialog box open similar to figure 1:1 below)

5. Click on the option ‘Export to file’.

6. You will be presented with another dialog box, click on the option for ‘Personal Folder
File (.pst)
7. From here you will be able to select with folder, i.e. you wish to save to file or if you
prefer, you can save the contents of your Microsoft Outlook program. To save
everything to file, simply place a ‘tick’ in the ‘Include Subfolders’ box.
8. Another dialog box will appear where you will have the option of where to save your
backup file. See image below Figure 1:2

1
 9. Click on the ‘Browse’ button to change the location of where you wish the file to be
saved, i.e. to the ‘My Documents’ folder.
10. In the following dialog box, you be given the option to password protect your file, if
you don’t wish to password protect this, simply click on the ‘OK’ button to complete
the process. Microsoft Outlook will now commence backing up your data to the folder
selected previously.

To access the backup file or to transfer your emails to another computer, simply copy the file
across to the desired PC, open up Microsoft Outlook and click on ‘File’ from the main menu
and ‘Import & Export’.

This completes the process for backing up your Microsoft Outlook emails to 1 backup file.