How to Backup Outlook Emails?

In this modern era, most businesses rely on Outlook for communication. It is a powerful tool by Microsoft that helps you manage bulk emails and schedule meetings, appointments, tasks, notes, etc. However, losing any business data can put your company at stake. Hence it is always recommended to take a backup of your emails. Backing up data will help you when you encounter data loss. In this article, we will discuss how to take a backup of your Outlook data.

How to Backup Microsoft Outlook Data Manually?

For Outlook 2019, 2016, and 2013, Outlook 365

Follow the steps to back up Microsoft Outlook data.

Go to Outlook and click on the File and select Open and Export.
Now select the Import/Export option to back up your emails.

Click on the Export to a file option and click on Next.

Select the Outlook Data File(.pst) and click the Next option.

Now select the Email account you want to take a backup, for example (Inbox, Draft emails, Personal folders, etc.), and include the subfolders you are willing to take a backup, for instance (Contacts, Calendar, Tasks, Notes, etc.).
Now you will receive a wizard suggesting to save a copy of your PST file in the default location, i.e., C:\Users\<username>\Documents\Outlook Files\backup.pst, and hit Finish.
You can also save the PST file to any desired location and hit OK, choose the option Remove Duplicate, click on OK, and wait for the process to complete.

For Outlook 2010

To take a backup from Outlook 2010, go to the File tab, click Options, navigate to Advanced, and then click on the Export option.
Now you can go to the Import and Export wizard, click on the Export to a file option, and click Next.
Now select the Email account you want to take a backup, for example (Inbox, Draft emails, Personal folders, etc.), and include the subfolders you are willing to take a backup, for instance (Contacts, Calendar, Tasks, Notes, etc.).
Now you will receive a wizard suggesting you save a copy of your PST file in the default location and hit OK, choose the option Remove Duplicate, click on OK, and wait for the process to complete.

For Outlook 2007

To back up emails and other items in Outlook 2007, click the File menu, then click Import and Export wizard, click on the Export to a file option, and click on the Next.
Now select the Email account you want to back up and include the subfolders you are willing to take a backup of.
Now you will receive a wizard suggesting to save a copy of your PST file in the default location and hit OK, choose the option Remove Duplicate and click on OK and wait for the process to complete.

How to Save the Outlook Emails Manually?

Sometimes saving entire emails takes time. If you want to back up a single critical email or multiple emails, refer to this article section.

1: Saving Single Emails:

Follow the steps below if you are looking to save single emails on Outlook.

Now Open the Outlook application and simultaneously open File Explorer in a minimized screen and drag the emails you want to save from Outlook to the folder.
Now the email automatically gets saved in an Outlook Item’s format.

2: Saving Multiple Emails:

Now open the Outlook application to save multiple emails on Outlook.
To select more than one, you need to press Shift and hold Ctrl and select the emails you want to save.
Now in Outlook, go to the File options, click on the Save As an option, and Browse the location where you want to restore the emails.

Select the emails you want to save. Hold Ctrl and click on emails to select them one at a time, or hold Shift to select a batch of emails between the first and second clicks.
Now go to the File and click the Save AS option.
Now you can save the File in the desired folder, type the file name and choose Text Only.

If you find the manual methods difficult, you can also use the Yodot Move Outlook PST tool. This tool will help you take the Backup of your Outlook PST file without any hassle.

How to Migrate Outlook Data File using Yodot Move Outlook PST tool?

Step 1: Download and install the Yodot Move Outlook PST tool on your Windows computer.

Step 2: On the main screen, select the Backup and Smart Backup options.

Step 3: Save the Backup File on the drive where you want to move Outlook.

Step 4: Create a new Outlook profile on the destination drive (where the Backup File is located).

Step 5: Rerun the software and click on the Migrate button.

Step 6: Select the Backup File and mention the path of the new Outlook Profile created.

Step 7:

Click on the Next button.
Verify the newly configured Outlook profile in the Migration Summary.
Click on Finish.

Final Words:

This article helped provide information on how to back up Outlook data, as we know how vital taking a Backup is. Do follow the methods mentioned in the article.

Lucy J

Lucy is one of the most thoughtful content creator in data recovery and management industry. You can find her writing content around data security and management with focus around data recovery, file repair, Outlook issues and outlook data migration and related tech ways to help people with tech issues. Lucy enjoys the ever changing world of data management and security and has a strong voice in the industry. When she is not busy creating content, you can find her engrossed in books or hiking.