Backup Your Outlook Data in 5 Easy Ways

5 Easy Methods to Backup Outlook Data

Microsoft Outlook is one of the tremendous inventions in the communication field. It has remarkably noble features and a prodigious user interface. No doubt that all these aspects make Outlook the first choice for all of us.

Typically, we use Outlook at home or at office computers to retain on the right track with emails, contacts, calendar etc. Thus, all our emails, contacts, calendars, notes and almost every other information (whether personal or professional) is in Outlook.

Hence, we need to backup Outlook data. To make sure we don’t lose all this important information in instances like hard disk crash, Outlook failure, virus attack etc. But, how to backup Outlook data files?

Generally, users backup Outlook by creating copies of their Personal Folders (.pst) files. Personal Folder is the place where your Outlook stores all the data. Along with that, there available many other techniques to backup Outlook data. And, this informative guide describes 5 easy methods to backup Outlook data in a quicker way.

5 Quick and Easy Ways to Back Up Your Outlook Data:

Go through the five different methods mentioned here, to backup Outlook data. And, implement the apt one for your Outlook backup strategy.

1. Copy Your Outlook Data File

Outlook saves all information in a single file called PST, stands for personal storage table. This file holds all information of your Outlook profile like emails, contacts, calendar entries, notes and more.

To backup PST file, navigate to the location where your Outlook data file- .pst is present. Then, manually copy the PST file to the destination location (on to the drive where you want to backup Outlook data).

The default locations of PST file in Windows XP, Vista, 7, 8, 8.1 and Windows 10 are listed below.

In XP- C:/Documents and Settings/%username%/Local Settings/Application Data/Microsoft/Outlook/

In Vista/7/8/8.1/10- C:/Users/%username%/AppData/Local/Microsoft/Outlook/

The PST file can also be located by opening Outlook and following,

File -> Data File Management -> Data File -> Open Folder in earlier Outlook versions.

File -> Account Settings -> Account Settings… -> Data Files -> Open File Location in later versions.

2. Personal Folders Backup Add-In

If you feel the earlier steps are tedious then definitely you are going to like this second technique. Yes, a lot of Outlook add-ins are currently available to do a number of functions. Among those, Microsoft Outlook Add-in Personal Folders Backup helps you to save a few mouse clicks when you backup Outlook data.

This Add-in simply performs Outlook backup by creating copies of the PST file at the mentioned location in regular time. Thus, you don’t have to manually backup Outlook PST file.

So, all you need to do is install Personal Folders Backup add-in on your Outlook profile. Next,

  • Run Outlook
  • Select File, then Backup
  • Click on Options and select the PST file for back up
  • Mention how frequently you want to back up the PST file
  • Specify location to save backup file

Above steps applies to Outlook 2000, 2002, 2003 and 2007. In Outlook 2010, launch Outlook, go to Ribbon. Select Add-ins -> Backup -> Options.

3. Import and Export

Import and Export an inbuilt option available in Outlook to back up and move your Outlook data. This is a simple method which exports your mail folders to any desired location. Using, Import and Export feature, you can export the entire Personal folder or selected folders to your desired location.

So, here is how to use Export option to backup Outlook data.

Open Outlook, go to File menu and select Import and Export.

Next, select Export to a file option.

Opt for Personal Folder File (.pst) and hit Next button.

In order to backup Outlook data, select the folder to export. enable Include Subfolders if you want backup all subfolders located within the Personal Folder.

Browse a safe location on your hard drive (or external hard disk) to save the backup. Give a name for the file and hit Finish button.

4. Relocate Outlook Data File

This is the same way as copying your Outlook data file. But, after backup, you need to rename the PST file in the default location. This way, you can preserve the integrity of your Outlook data and save your precious information. This Outlook backup acts as a lifesaver in cases of Outlook failure.

To do this,

Close Outlook application.

Go to the default location of your PST file. Either by following the path mentioned in the 1st method (based on your Windows OS version) or from Outlook Account Settings.

Copy the PST file onto another partition and rename the PST file in the old (default) location.

Restart and direct Outlook to the new location, when the prompt comes up.

Update Wizard rules with the new path if you have customized any.

When you need to restore the Outlook data,

  • Go to File menu in Outlook
  • Select Open then, Outlook Data File
  • Browse the backup Outlook file and select it

If any error appears, right-click on the PST file. Select Properties and disable the Read-only feature of the PST file.

5. Third Party software

A third party tool completes your work in more convenient and easy manner. The same suits best for backing up your Outlook data files. There are plenty of third-party software available online; each one offers a great deal for accomplishing your work.

And, based on numerous user’s reviews and usage experience, I suggest Yodot Backup Outlook PST– a third party software for backing up Outlook data. The tool has so many added features along with the basic functionality of Outlook backup.

So, you can make use of this efficient tool to backup Outlook data and secure it in a well-timed manner.


With these five easy and rapid ways, you can backup Outlook data completely and safeguard your important Outlook information like emails, calendar, and a lot more.