How to Backup Outlook Emails

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If you are a regular user of Microsoft Outlook, there is always a need to backup your Outlook data at regular intervals, to be on the safer side, and avoid losing out on any important emails. Valuable data on Outlook not only includes important emails, but also other Outlook items like contacts, journal entries, tasks, notes etc. Loss of such important data on Outlook could be due to various reasons, some of which are given below,

 

  • Loss of emails due to pst file corruption.
  • Loss of emails and other Outlook data due to viruses or malware that make their way into your Outlook through spam emails or attachments.
  • Accidental deletion of data is another major reason for loss of Outlook data.
  • Incomplete archiving of the pst file could lead to loss of important emails.
  • Compacting of the pst file to save disk space could also result in loss of valuable Outlook data.

 

Though these scenarios cannot be avoided completely, loss of precious Outlook data can be avoided, if regular Outlook backup is taken. The frequency at which backup needs to be taken varies from user to user depending upon the usage of Outlook. A regular Outlook user would like to backup his Outlook mails on a daily basis, while a not so frequent user would do it on a weekly or monthly basis. Doing manual backup using a Outlook backup software is good enough if you are sure that you will not miss out on the task everyday.

 

You can avoid the trouble of having to manually backup Outlook data, by making use of Migrate MS Outlook software. This software lets you backup Outlook mail regularly with the help of its powerful in-built scheduler. This software lets you schedule Outlook backup on a daily, weekly or monthly basis depending on your needs. With the help of this easy to use software, you can perform backup Outlook mail profile data just by following few simple instructions easily. You also have the additional option to compress the backup file, or even password protecting your backup file. You can easily transfer Microsoft Outlook tasks and other attributes of Outlook from One computer to other using this application without any difficulty. In addition, you can quite easily transfer Outlook data from Outlook 2007 to Outlook 2010, 2003 to 2007, 2003 to Outlook 2010. But, for better understanding on migrating Outlook 2007 to 2010, you can tap here: http://www.migrateoutlook.com/2007-to-2010.html.

 

You can use the steps given below to backup your Outlook mail:

 

Step 1: Start Migrate Outlook software either by selecting the icon from the Programs list in the Start menu, or by double clicking the desktop icon.
When you run Migrate Outlook software, the main window gets displayed, as shown in Figure a. Now, Click on the Backup button.

 

Backup Outlook Mail - Main Windowo

Figure a: Main window

 

Step 2: On clicking the Backup button, the software opens the Create/Manage Profile window, as displayed in Figure b. You can either select a profile that is previously existing, by selecting the Use an existing backup profile option or, select the Create a new backup profile option if you want to create a new profile for saving the backup data. Once you select the profile, click on the Next button

 

Backup Outlook Mail - Select Backup profile

Figure b: Select Backup profile

 

Note: By default, the value present in the Create a new backup profile field is given as SEB_Profile1. This value can be edited at your convenience.

 

Step 3: Clicking the Next button will take you to the Select Outlook items window. Here, you have the option to select the items, whose backup has to be taken, by clicking on the checkbox, as shown in Figure c. After selecting the items that you want to backup, click on the Next button to go to the next step.

 

Backup Outlook Mail - Select items to Migrate

Figure c: Select Outlook items

 

Step 4: The next window that is displayed, is the Backup settings window as shown in Figure d. You can select from the various options that are provided on this window.

 

Backup Outlook Mail - Select Backup Settings

Figure d: Select backup Settings


Destination location- You can specify the complete path of the local drive, onto which, the data needs to be saved. It also gives you an option to take backup of the data onto a CD/DVD.


Compression- The software lets you take backup of the data in a compressed format. It also lets you choose the compression ratio.


Security- You can make your backup files more secure, by assigning them a password.


Splitting options- You can split your backup file into smaller segments using this option.


After you fill all the data on this window, click on the Next button, to proceed to the next step.

 

Step 5: Clicking the Next button, takes you to the Backup scheduler window as shown in Figure e. This window lets you schedule backup task on a daily, weekly, or monthly basis. It lets you specify the Start time, Start date and End date.

 

Backup Outlook Mail - Backup Scheduler

Figure e: Backup Scheduler window


You can schedule the backup task by entering the account information in the space provided. After filling all the details on this window, click on the Next button, to proceed to the next step.

 

Step 6: On clicking the Next button, the software displays the estimated backup file size, and the path of the destination drive, into which it is saving the data, as shown in Figure f. Verify the required size and backup file path, and then click the OK button, to go to the next step.

 

Backup Outlook Mail - Estimated Backup file size

Figure f: Estimated Backup file size

 

Step 7: Once the Backup process is completed, a confirmation message gets displayed. On clicking the OK button, the Backup summary is displayed, as shown in Figure j.

 

Backup Outlook Mail - Backup Summary

Figure g: Backup summary

 

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