Blog – The Architect’s Log

We recommend that each user backup their email messages weekly. Please use the following backup instructions. (Note: These instructions are intended for users of Outlook 2003, but are similar for other versions of Outlook.)

1. In Outlook, click File > Import and Export
2. Highlight “Export to a file” and click “Next”
3. Highlight “Personal Folder File (.pst)” and click “Next”
4. Click the “Inbox” of the account you want to backup
   Check the “Include Subfolders” box and click “Next”



5. Chose the location (ex: desktop, backup folder) to save the backup file to and click “Finish”
6. If desired, compress or password protect the backup file

In the event of data loss, you can import the contents of your backup file by using the “Import from another program or file” option in the File > Import and Export menu.

Notes

• A .pst file is an archive of your current message and file structure and therefore can only be opened by the program it was created in: Microsoft Outlook.
• You can save single messages by opening the message, and clicking File > Save As. A message saved in .txt format can be opened by any word processing program. To save many messages in .txt format, see the ‘MessageSave’ additional option below.
• Have a really important email message? Why not print it out and save it as a hard copy file? (There’s no such thing as too many backups!)
• Also try separately backing up your Contacts and Calendar using the “Export to a file > Microsoft Excel” option in the File > Import and Export menu.

Other Options

There are a multitude of Outlook add on programs that can make backups more manageable. We’ve had success with the following:

Add-in: Personal Folders Backup (Outlook 2000, 2002, 2003, 2007)

Description: Personal Folders Backup creates backup copies of your .PST files at regular intervals making it easy to keep all of your Outlook folders safely backed up.
By: Microsoft
Cost: Free

MessageSave for Microsoft Outlook (Outlook 97, 98, 2000, 2002, 2003, 2007)
Description: Save multiple Outlook email messages as individual .msg or .txt files.
By: TechHit
Cost: $29.95 (trial version available)

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