Methods to Backup Outlook PST File

Yatendra Singh

Updated On - April 10, 2024

Why is backup required?

Personal Storage Files (Outlook PST files) work with an online Outlook account. A copy of this PST file is stored on mail server while using an Outlook account with Microsoft Exchange Server and another on the local drive which Outlook automatically creates.

Creating a backup of your PST file will help you for sure in worst-case scenarios like when your PC (computer) stops working or your PST files become corrupted or infected because of malware, you need to transfer data with different machines, etc. Backup is also disadvantageous because it requires storage and risks of outdated backups. Regular backup ensures the security of data in case of system failure or accidental deletion. Now, we will understand the various methods for backup of PST files.

A backup may create complexities, but there are some methods which help in figuring out the issue in backing up Outlook PST files concerning different scenarios and issues related to which you may face.

This section will explain that how you can take a backup of all your data in a PST file including everything like contacts, emails, email properties, attachments, etc.

Note: Do not follow these steps if you are using Outlook with Microsoft Exchange Server.

Before proceeding, you should close Outlook, Microsoft Exchange or Windows Messaging if any of the programs are running (open) already.

1. Press Windows + R > type control panel> press Enter (Note: Select User Accounts on Pick a Category screen).
2. Click the Mail icon > select Show Profiles.
3. Select the applicable user profile > click Properties
4. Click on Data Files. then, Personal Folders under your username.
5. Click Settings, here copy the path & file name you now in the pop-up window.

Note: Usually Outlook PST file contains all the data which is stored in the MAPI folder, and the size of this folder can be massive. If you want to reduce the PST file size then, click Settings and select Compact Now.

6. Close all the Windows properties.
7. Open This PC, or My Computer > copy the path noted in step 6 in the address bar > press Enter.

Now, you can select the PST file, and make a copy (backup) of the file.

Note: Somehow, If Personal Folders are missing then search for how to create a PST file. If your Outlook account is saving your mailbox data on an Exchange Server, then search for how to back up PST data files located on an Exchange Server.

The above section explains about creating backup of your Outlook account’s PST file containing all your data. But if your concern is data importance over the data quantity, then these steps will help in backing up the files accordingly in Outlook:

1. Click the File tab (top left corner).
2. Click and choose Import & Export
3. Select Export to a file> click Next.
4. Click on Outlook Data file > select the folder you want to export (backup) > click Next.
5. Browse for the location where you want to save your PST file backup > hit Finish.

Note: While backing up the file, you can change the name of the file if you want.

This section explains the technique to transfer Outlook PST data file between one PC to another, and to import that PST data file.

Before proceeding further, take note that you would need a PST backup file which you can import on a new PC, which has been discussed above.

In Outlook 2016

1. Open Outlook > click on the File tab (top left corner).
2. Click Open & Export > select Import/Export.
3. In the Import/Export wizard > select Import from another program or file > click Next.
4. Select Outlook Data File (.pst) (in import file wizard) > click Next.
5. Browse the PST file you want to import, then Next, then Finish.

Note: Select from the given options as you like, under the options area. You can choose to import the full PST file, or you can select which subfolders you want to keep. You can apply filters before finalizing the import process and choose whether to import your data in the current folder or a new one.

In Outlook 2010

1. Click File tab > in Info tab, select Account Settings > Account Settings,
2. Select the Data Files tab (in the account settings pop-up window) > click Add,
3. Select Outlook Data File (.pst), (Note: Give your transfer PST file a new name, like “Transfer”)
4. Click OK and close Outlook.

Note: Now, in Outlook 2010 Windows app, you can select Transfer.pst account file and start saving your data & other stuff.

In earlier versions of Outlook

1. Click File tab > select New > select Outlook Data File.
2. Give your PST file a new name, like “move.pst.”
3. Input a display name for Personal Folders File > click Ok > close Outlook.

So, these are the procedures to transfer Outlook PST data files between two PCs, in Outlook 2016 and earlier versions of Outlook.

Are you looking for a more convenient method and want yourself to be saved from these steps to avoid a possible mistakes?

Choose Recoveryfix for Outlook PST Repair, which performs easy steps and saves time by just loading the file that is to be repaired and backed up, then select the folder and click on Save by following these steps:

1. Open the tool > Browse and select the PST file > click Next.



2. Browse the location to save your file, (Note: You can choose to have a prefix with your file name)

Note: You can change other available options like Split file, save in PST or MSG, save in Outlook or Outlook Express, etc.


3. Click Ok.



Conclusion

Commonly, you might think of using your Outlook account on different machines or you want to secure your important data for the worst possible cases. This article shown the ways to back up Outlook PST data file and transfer it between two PCs. Recoveryfix for Outlook PST Repair is one of the best tools by which you can back up and repair your corrupt Outlook PST data file simply for further organizational purposes.