Export and backup email, contacts and calendar to Outlook PST file. Outlook mail backup Outlook mail archive can be backed up

This article explains how to transfer e-mail messages, contacts, calendar items, tasks, and notes that you saved in Microsoft Outlook 2003, Outlook 2007, or Outlook 2010 to a computer that has Outlook 2010 installed.

To transfer Outlook data, you need to copy files from your old computer to your new one. This can be done in several ways, including:

• using removable USB flash memory devices;
• using portable hard drives;
• using recordable CDs and DVDs;
• through a network connection between two computers.

NOTE. Windows Easy Transfer is a Windows component that copies files and settings from one computer to another. Using Windows Easy Easy Transfer can sometimes corrupt Outlook profiles. This article does not cover this tool.

In this article

• Introductory information

Introductory information

Advanced Windows and Outlook users can skip Step 1 - copying files from your old computer.

Storage location for messages, calendar items, contacts and tasks

For some account types, such as Microsoft Exchange Server, Windows Live Hotmail, and Google Gmail, the data is stored on the mail server. To improve performance, some of these accounts use a synchronized copy of the data on the local computer, but you do not need to back up or move these files anywhere because all data can be re-downloaded to a new computer from the mail server.

For other types of accounts, such as the most common POP3 accounts, all messages, as well as contacts, calendar items, tasks, and notes, are stored in a file on the local computer. This file is called the Personal Folders file in versions of Outlook prior to Outlook 2010. In Outlook 2010, it is called the Outlook Data File. In all versions of Outlook, this file has the PST extension, which is why it is often referred to simply as a PST file.

Internet Service Providers (ISPs) typically provide POP3 email accounts to users.

Determining the type of account

To determine the type of email account configured in Outlook on your old computer, follow these steps:

• Outlook 2010 Click the File tab. Click the Account Settings button and select Account Settings. The account type is listed on the Email tab in the Type column.
• Outlook 2007 On the Tools menu, click Account Settings. The account type is listed on the Email tab in the Type column.
• Outlook 2003 On the Tools menu, click E-mail Accounts. Select View or Change Existing Accounts. The account type is listed on the Email tab in the Type column.

The most common options are listed below.

Other files to move

• Auto-completion list
• Signatures
• Forms
• Junk Email Filter Lists
• rules

For more information about moving these files, see the last section of this article,.

Step 1. Copy files from your old computer

Close Outlook on your old computer. Open the folder where the PST file is stored. The instructions are for the default location. If the data files were created in a different folder or moved to a different folder, open that folder.

Since the folder is hidden by default, the easiest way to open it is by clicking% USERPROFILE% \\ Local Settings \\ Application Data \\ Microsoft \\ Outlook on the Start menu.

• Windows 7 Click the Start button. In the Find programs and files box next to the Shut down button, type% USERPROFILE% \\ Local Settings \\ Application Data \\ Microsoft \\ Outlook, and then press ENTER.

• Windows Vista Click the Start button. Type% USERPROFILE% \\ Local Settings \\ Application Data \\ Microsoft \\ Outlook in the Search box next to the Finish button, and then press ENTER.

• Windows XP Click Start, click Run, type% USERPROFILE% \\ Local Settings \\ Application Data \\ Microsoft \\ Outlook, and then press ENTER.

Pressing Enter will open the folder where the Outlook data files are stored.

NOTE. Starting in Outlook 2010, all new Outlook data files (.pst files) are created in the Documents folder in the Outlook Files subfolder. If Outlook was upgraded to Outlook 2010 on your old computer, the .pst files might be in both folders. If you used Outlook 2010 on your old computer, be sure to check both folders.

NOTE. By default, file extensions are hidden in Windows. For both Outlook data files (PST files) and offline Outlook data files (OST files), the Type attribute is set to Outlook Data File. To enable or disable the display of file extensions, select File Options from the Explorer's Tools menu (to display the Tools menu in Windows 7 or Windows Vista, press Alt) Folder Options. On the View tab, select or clear the Hide extensions for registered file types check box.

To determine which data files are associated with an email account in Outlook on your old computer, follow these steps.

• Outlook 2010 Click the File tab. Click the Account Settings button and select Account Settings. The Data Files tab lists the data files and their locations.
• Outlook 2007 On the Tools menu, click Account Settings. The Data Files tab lists the data files and their locations.
• Outlook 2003 On the Tools menu, click Account Settings. The Data Files tab lists the data files and their locations.

IMPORTANT. If archive.pst file is present in the folder, or Outlook data files (PST files) were created as archives or backups, these files should be copied as well. If you are not sure which of the additional Outlook data files (.pst files) to copy, it is safest to copy them all.

Step 2. Copy files to a new computer

Starting in Outlook 2010, all new Outlook data files (.pst files) are created in the Documents folder in the Outlook Files subfolder.

1. Open the Outlook Files subfolder in the Documents folder. If the folder doesn't exist, create it.

• Windows 7 For instructions, see Create a folder in Windows 7.
• Windows Vista For instructions, see Create a folder in Windows Vista.
• Windows XP For instructions, see Create a folder in Windows XP.

1. Copy the files from your old computer to the Outlook Files folder.

Step 3: Add data from the old computer to Outlook 2010 on the new computer

The exact steps in this step depend on whether you were already using Outlook 2010 on the new computer.

Use one of the links below.

• Outlook 2010 was already running on a new computer and a roaming email account is already set up and in use

Outlook 2010 never started

1. Start the Outlook app.

Don't click Finish.

1. Click the Browse button.

When Outlook opens, the old data is displayed in folders in the Navigation Pane. New messages will be saved to these same folders and an Outlook data file (.pst) on your local computer.

Outlook 2010 has already started on a new computer, but the roaming email account has not been configured yet

The easiest way to find Mail is to open Control Panel in Windows, and then in the Search box at the top of the window, type “Mail”. In the Windows XP Control Panel, enter the word Mail in the Address field.

1. The title bar of the Mail Setup dialog box contains the name of the current profile. To select another existing profile, click the Show button, select the profile name, and click the Properties button.
2. Select the Show command.
3. Click the Add button.
4. Follow the instructions on the screen to add an email account.

After adding an account, Congratulations! Appears in the Add New Account dialog box.

Don't click Finish.

1. At the bottom of the dialog box, select the Configure settings manually check box, and then click Next.
2. Under Deliver New Messages: Select To Existing Outlook Data File.
3. Click the Browse button.
4. Click the moved Outlook data file (.pst file), and then click OK.
5. Click Next and then Finish.

Option 2. Saving the current profile

1. Start the Outlook app.
2. Click the File tab.
3. Follow the instructions on the screen to add an email account.

After adding an account, Congratulations! Appears in the Add New Account dialog box.

1. At the bottom of the dialog box, select the Configure settings manually check box, and then click Next.
2. Under Deliver New Messages: Select To Existing Outlook Data File.
3. Click the Browse button.
4. Click the moved Outlook data file (.pst file), and then click OK.
5. Click Next and then Finish.

Outlook 2010 was already running on a new computer and a roaming email account is already set up and in use

It is not necessary to create a new profile, but it can help reduce the likelihood of problems accessing imported data. When creating a new profile, you must add all the email accounts to be used, even if they have already been added to the existing profile.

This scenario is for the situation described below.

• An e-mail account is already configured on the new computer in Outlook 2010.
• Messages have already been sent and received, calendar items, contacts, tasks or notes have been added, and this data needs to be saved.

To complete this task, you must combine the information from the data file from the old computer with the data file already in use on the new computer.

If you don't want the data you already saved on the new computer, you can delete the account, go back to Outlook 2010 has already started on the new computer, but you haven't set up the roaming email account yet, and choose one of two options. If you want to keep messages and other items from both data files (on the old and new computers), follow the instructions in this section.

Option 1. Create a new profile

1. In Control Panel, click (once or twice) the Mail item.

Location of the Mail icon on the control panel

The location of the Mail icon depends on your Microsoft Windows operating system (32-bit or 64-bit), Control Panel view, and Outlook 2010 version.

The easiest way to find Mail is to open Control Panel in Windows, then type Mail in the Search box at the top of the window. In the Windows XP Control Panel, enter the word Mail in the Address field.

The Mail icon appears after the first launch of Outlook.

1. The title bar of the Mail Setup dialog box contains the name of the current profile. To select another existing profile, click the Show button, select the profile name, and click the Properties button.
   1. Select the Show command.
   2. Click the Add button.
   3. Enter a name for the profile and click OK.
   4. Follow the instructions on the screen to add an email account.

NOTE. For complete information on adding accounts, see Add or remove an email account.

After adding an account, Congratulations! Appears in the Add New Account dialog box.

Don't click Finish.

1. At the bottom of the dialog box, select the Configure settings manually check box, and then click Next.
2. Under Deliver New Messages: Select To Existing Outlook Data File.
3. Click the Browse button.
4. Click the moved Outlook data file (.pst file), and then click OK.
5. Click Next and then Finish.

If you are using multiple profiles, you can configure to prompt you to select a profile when Outlook starts. If this request is disabled, the default profile is used. For more information about profile prompts, see the article Enable or disable profile prompts.

1. Under When Microsoft Outlook starts, use this profile: select the Prompt for configuration or use configuration option.

1. Click OK to close the Mail dialog box.

1. Start the Outlook app.
2. Click the File tab.
3. Click the Open button.
4. Click the Import button.
5. In the Import and Export Wizard window, select Import from another program or file and click Next.

1. Select Outlook Data File (.pst) from the list provided, and then click Next.

1. Click the Browse button and select the file from which you want to import data.

1. Click "Next.
2. If the .pst file is password protected, you will be prompted to enter it. Then click OK.
3. Configure item import options. There is usually no need to change the default settings.

• The top folder (usually Personal Folders, Outlook Data File, or email address) is automatically selected.
• The Include subfolders check box is selected by default. This means that all folders located in the selected folder will be imported.
• The default option in the Import to the same folder in: list maps folders in the imported file to folders in Outlook. If the corresponding folder is missing in Outlook, it will be created.

1. Click the Finish button.

Option 2. Using an existing profile

1. Start the Outlook app.
2. Click the File tab.
3. In the Account Information section, click the Add Account button.
4. Follow the instructions on the screen to add an email account.

NOTE. For complete information on adding accounts, see Add or remove an email account.

After adding an account, Congratulations! Appears in the Add New Account dialog box.

1. At the bottom of the dialog box, select the Configure settings manually check box, and then click Next.
2. Under Deliver New Messages: Select To Existing Outlook Data File.
3. Click the Browse button.
4. Click the moved Outlook data file (.pst file), and then click OK.
5. Click Next and then Finish.

Move other Outlook files

Depending on how you use Outlook, you might need to transfer additional files. These files are listed below.

• Auto-Complete List Auto-Complete is a feature in Outlook 2010 and Outlook 2007 that suggests suggestions for names and email addresses as you type them in the To, Cc, and Bcc fields. The suggestions are retrieved from a list of names and email addresses from previously sent email messages. For information on moving this list, see the article.

NOTE. In Outlook 2010, the auto-complete list is no longer stored in a file with an NK2 extension. Auto-complete list items are now saved in the Microsoft Exchange Server mailbox or in the Outlook data file (.pst) for the account. However, if you want to copy the Auto-Complete List (NK2 file) from another computer that used POP3 accounts, you must import the file to the new computer. For more information, see Import Auto-Complete List from Another Computer or Video: Import Auto-Complete List Items.

• Signatures You can add personal signatures to messages you send. These signatures can be transferred to another computer. For information about moving signatures, see Copy email signatures to another computer.
• Letterheads For information about moving letterheads from your old computer to a new one, see the article Copy letterheads to another computer.
• Junk Email Filter Lists You can export Safe Senders, Safe Recipients, and Blocked Senders list items from your old computer and import to your new one. For more information, see the article Export addresses from spam filter lists.
• Rules Rules are stored in the mailbox of the Exchange Server account or .pst file for other accounts, so they don't need to be manually transferred from one computer to another. In the event of a problem, the rules can be exported and imported manually. For more information see the article

The standard Microsoft Office 2007 package includes an Outlook e-mail program. Most work computers have this package installed, so it is mandatory for system administrators to be able to configure and save their users' e-mails.

From time to time it becomes necessary to transfer user data to another computer, including e-mail, or reinstall the operating system on the same working computer. And before you uninstall your old email program or format your hard drive, you need to save your email messages and Outlook address book.

Backup Outlook 2007 and Outlook 2010

Unlike Outlook Express backups, you can back up your e-mail and address book in Outlook 2007 and Outlook 2010 using the built-in save to file feature.

Recommendation: do not save a spare copy of e-mail to the hard disk partition to be converted or cleaned up. In most cases, this is drive C. Save the pst file to other disk partitions, either to a portable storage medium or to network storage.

Recovering email from a pst file

After reinstalling Windows or transferring mail to another computer, you can restore all mail data from a backup copy (pst file).

All emails and email contacts will be restored as they were when they were saved to a file.

Hello dear readers! Have you ever crashed your Outlook mail client? It's good if you didn't fall. But one day it will crash, say, because it’s Outlook, or because it’s an email client, or because you have a very, very important letter there that you definitely had to answer. Or just like that - take and fall. And your letters ... No, let's not talk about sad things! Your emails will not go anywhere, because you can easily and simply restore them from a backup!

Recall on this occasion a quote from your favorite TV series:

- Do your kidneys hurt?

-No.

- It's a pity ... Because this broth is very helpful in case of kidney problems.

So, we will talk, as usual, about backup, and Outlook email backup helps a lot when Outlook suddenly fell off. With Handy Backup, you can easily set up an Outlook backup, and then quickly and easily restore your messages at any time, once again gaining access to the entire message database.

Benefits of Handy Backup for Outlook

Plugin Outlookincluded with any Handy Backup solution, you can automatically save and restore data from your Outlook 2016 and earlier email client. Relax and enjoy the program features such as:

• A large selection of storage media, including local and network drives, NAS devices, FTP servers and cloud storage Yandex.Disk, Google Drive, OneDrive, Dropbox, Mail.ru Hotbox / Icebox, S3 clouds, WebDAV and others;


• Full automation of all basic actions, including such features as simple and advanced mode for creating new tasks, starting an Outlook backup task on a schedule, starting when a USB drive connected to the task is connected, etc.;


• The ability to automatically search and save backup copies of other data along with Outlook data using file filter plugins, built-in tools and other program functions;


• All sorts of useful "gadgets" - receiving reports by mail or in the program window, forced repetition of missed tasks, launching external programs (the same Outlook, for example) before or after a task, and much more;


• And the last - an updated graphical interface with large buttons, a convenient task creation wizard that works literally "one click of the mouse" and controls every single function and functionality of Handy Backup.

Sounds good, right? Let's see now how to apply all these benefits and what do they give the user in practice? Let's take a closer look at all these possibilities using the example of a specific task of creating a backup copy of Outlook data. (More general instructions on how to back up everything in the world can be found in the program's online User Guide).

How to backup Outlook with Handy Backup?

Take a fairly typical Outlook mail backup task for example. Let's say that a user wants to store backup copies of mail data on a USB drive (flash drive), holding no more than 3 copies at a time and at the same time saving as much space as possible.

Step 1. Create a backup task

Open Handy Backup. On the control panel, click the " Create a"Or choose New challenge on the File menu. You can just press the "hot" keys at the same time Ctrl and N... The new task wizard will open. In Step 1, select creating a backup... At the same time, in order to enjoy all the features of Handy Backup, we put a tick in the item “ Advanced mode". Click on the "Next" button.

Step 2. Choose Outlook backup

At Step 2, look for the "Email" group in the left pane of the task wizard, and in it the plugin, which is called " Outlook". We click on it with the mouse pointer a new window will open, in which we tick off the data we need and Outlook accounts.

Having selected in a new window ("Select data") all the components we need, click OK and return to the data source selection window. Click "Next" to go to the next step.

Step 3. Determine where to store Outlook data

At Step 3, choose plugin Computer, after making sure that the flash drive that we will use to store backups is connected to the USB port. Go to the root directory and select USB disk with a letter and a label corresponding to our flash drive.

Please note: the task will "remember" this particular flash drive and will always use it in the future, regardless of the USB port to which you plug it in next time. So you do not need to remember the port and the letter in the disk name - trust smart automation!

Step 4. Outlook backup settings

To feel like a true backup guru and complete all the tasks, we will have to tinker a little at this step. Please note that this step will be available to you only in advanced mode; if you are a supporter of simplicity in everything and did not turn on the appropriate mode in Step 1, then skip this step.

• Choosing a full backup... Unlike incremental and differential, a full backup will retain all data, not just those that have changed since the last copy. This is useful for backing up Outlook.


• We store three versions of the backup... We put a tick in the "Store multiple backup versions" mode. Then we press the button "Backup update options" and in a new window set the storage parameters - 3 copies, for a period of 3 weeks.

Attention! You can also configure time-stamped copies to be stored; in this case, the name of each folder with Outlook backup will contain the exact date and time of creation of the copy stored in this folder. This is handy to find the copy you want.

Having finished these settings, click OK, return to the Step 4 window and click Next.

Step 5. Compress and encrypt the Outlook backup

If you are a little paranoid, this item is right for you. A complete copy of Outlook data can take up a lot of space, so at Step 4, select "Compression" and configure the compression of all data into one ZIP archive. You can also additionally encrypt your backup data, then no one (including you, if you lose your password!) Will never see what and who wrote to you there.

Step 6. Set up a schedule for automatic Outlook backup

Click "Enable Scheduler" - we get access to different options for setting the start time and repetition rate of the task. It should be noted that these capabilities differ significantly in simple and advanced modes. In advanced mode, you can check the box next to the "Run from USB" item, which offers to start the task when a USB device is connected to the computer. From now on, the task will start "by itself" every time you connect the flash drive of your choice; it doesn't matter which port you insert the flash drive into.

On a note: the method of launching a task via a USB device connection is available only in the advanced mode of the task wizard.

Step 7. Run the task before and after copying

You can additionally specify whether you want to automatically launch any programs before or after your task is completed, and at the same time configure notifications about the task's work, which will be sent to you by e-mail with varying frequency. You can perform this operation only in advanced mode.

Step 8: completing the task

At the last step, you can view all the parameters of the task you just created, as well as execute it immediately after creating it. Finally, give your new task a name, then click the "Finish" button - the task will appear in the list of tasks in the main Handy Backup window.

Recovering Outlook data from backup

Handy Backup stores uncompressed and unencrypted backups in their original data format by default, so you can use them without recovery. But since the Outlook format is difficult to view with something other than Outlook, the data is easier to recover.

To restore, create a restore task and follow the steps described in the previous chapter to create a new task.

• Find the file in your data store backup.hbi, select it and click Next. This file has everything to restore your Outlook backup to its original state.


• If you managed to encrypt the archive, then at the second step of recovery, do not forget to enter the correct password for it - otherwise, you can safely erase your data to free up space in the storage.

Do not plan or automate anything; you will most likely restore data manually.

Attention! Be sure to turn off Outlook before restoring data to avoid minor but annoying Outlook system errors. (To do this, you can use the automatic launch of the Outlook command before and after the recovery task!)

Conclusion

Outlook backup using Handy Backup will help you out in a difficult moment, when Windows has already hung up and it's time to reinstall it, and by that time there are a hundred critical messages in your mail. Therefore, do not neglect the possibilities of Outlook backup, save effort and money, keep your letters in a safe place, in general, be rich and healthy, especially since Handy Backup allows you to do it without unnecessary difficulties.

You can familiarize yourself with the capabilities of Handy Backup for Outlook backup and other functions on the official website of the product, as well as by downloading the 30-day free version of Handy Backup with a full set of functions, including the Outlook plugin. I advise you not to neglect this opportunity and get to know the program better. It's worth it.

Outlook 2010 backup created when performing the procedure for copying mail (backup Outlook 2010) and allows you to restore deleted Outlook 2010 messages from a backup at any time. Handy Backup performs these operations using a dedicated Outlook plugin.

How to backup Outlook 2010 with Handy Backup?

To create a task that automatically backs up Outlook 2010, please follow the instructions below.

1. Launch Handy Backup and select in the main or context menu " New challenge"(or press the button on the main control panel).
2. Select in step 1 the procedure for creating backup tasks.
3. In Step 2, expand the " Email"in the left panel of the data source selection and select the plugin" Outlook". Double click on the plugin name or click the" \u003e\u003e "button between the panels.
4. In the data selection dialog, check the "MSOutlook" box. You will see a list of data.

1. Once you have made your selections, click "OK" to return to Step 2.
2. Continue setting up the copy task step by step as described in the User's Guide. The next steps for backing up Outlook 2010 do not differ from the guidelines outlined in the Guide.
3. In the last step, give your task a memorable name, such as " Backup Outlook 2010". This will help you later easily find the task in order to change any of its parameters or run it.

Advice: Before backing up Outlook 2010, check your mail for viruses and delete unwanted messages (spam and automatic messages). This will significantly reduce the operating time.

Recommended Outlook 2010 Backup Solution

Restoring Outlook 2010 from a backup

Recovering Outlook 2010 emails is easiest to do automatically. Create a task as described in the previous section of the article and select a restore task. In Step 2, find your data store containing the Outlook 2010 backup and follow the instructions:

1. Find the file called backup.hbi in your Outlook 2010 backup directory.

1. Double click on the name of this file, open the restore dialog.
2. If you want to recover deleted Outlook 2010 emails, click OK and Next until you finish creating the task. Give the task a memorable name.
3. If you want to restore Outlook emails to a new location (work environment migration, cloning, etc.), then click the Change location button in the recovery dialog.
4. In the dialog that opens, select a new location where the restored Outlook 2010 backup will go.

Recovering Outlook 2010 PST File Manually

In some cases, to recover from a backup of Outlook 2010 mail, it is easier to copy the * .pst file where Outlook emails are stored manually to the desired folder.

If you did not choose to encrypt your Outlook 2010 backup, you can restore PST Outlook 2010 from the backup storage to the desired location using any file manager (for example, Windows Explorer).

Benefits of Backing Up Outlook 2010 with Handy Backup

Outlook data is stored in directories, the path to which is not always obvious to the user. Handy Backup automatically searches for the necessary files (letters, contacts, events) using the Outlook plug-in, without requiring the user to know the architecture of the Windows file system.

Work on schedule or on signal

You can create a backup copy of Outlook 2010 manually at any time, also associate the Outlook 2010 backup with a system event (for example, logging in, connecting a USB device, etc.), or configure the backup task to run on a schedule with a frequency of months to minutes ...

If you wish, the Outlook 2010 backup can be compressed, encrypted under a unique password, transferred to the server using secure SFTP or FTPS, and also saved in a directory with a legible time stamp of the backup.

Outlook 2010 mail backup locations

Other features and functions of Handy Backup

How to make a copy of Outlook 2010 with maximum comfort and efficiency? Take advantage of Handy Backup's features and settings, such as:

• Ability to run external programs or batch files before or after a task.
• Detailed reports on the work of tasks, with the ability to send reports by email.
• Running the configured program in "silent" mode as a Windows service.
• Partial backup functions: incremental, differential and mixed.
• Storing a specified number of versions of a backup copy of data on one medium.

Using Handy Backup to create an Outlook 2010 backup will ensure convenience, efficiency and safety! Download Handy Backup 30 days free version with all features!

By archiving or backing up them, as well as ways to restore Outlook data files (.pst or .ost) from a backup or archive.

After all, regardless of whether you use Outlook to create and send emails, to import contacts from Gmail into the address book of an email client or use its address book, you create tasks or calendar marks in it, this means that your email client stores a lot valuable data. In this regard, it is useful for every Outlook user to know how to secure and preserve their data in order to avoid losing it in the future.

Mail control panel

First, let's take a look at the Outlook Mail Control and Settings Panel, which lets you configure your mail client on Windows. To open it, go to the Computer Control Panel and select the section mail.

In the opened window Mail setup three sections are available: Accounts, Data files, Configurations.

Choosing the first two items opens the same window Email Account Settings, only with different bookmarks, in which you can add an account, see the storage location of each mail account data, restore or make changes to them.

To add an account in Outlook, click the button Accounts, and in the bookmark Email click Create a.

If you need to perform certain actions with the data of a specific mail account, then go to the tab Data files in which you can do the following:

• Add or remove data file.
• Install Data file parameters.
  In this menu, among other functions, there is a function to reduce the size of the data file, which will be useful if such a file "will increase" up to large sizes and will take up a lot of hard disk space. To do this, click on the menu Parameters button Shrink.
• Set a data file that will be the main one by default.
• Open the location of the file (data file) by clicking the corresponding button.

Outlook data files (* .pst and * .ost)

More often than not, the user does not need to know where the Outlook email client stores its data. But if you need to create a backup copy of the mail client data or transfer them to another disk in order to save or free up free space on your computer's hard disk, you need to know its location.

Outlook stores the emails of each mail account in .pst or .ost file, but the location of such a file depends on the version of the mail client used. In this article, we will show you the locations of your Outlook data files and how you can change their location if necessary.

If you've been using Outlook for a while, you've probably heard of PST files. Each email inbox in Outlook has its own data store in the form of a PST file that stores all emails and correspondence, calendar stamps and reminders. PST file data can be compressed and encrypted or not, depending on the settings made.

You may have noticed that the larger the amount of data stored in the PST file, the slower the mail client starts to work. From time to time, Outlook suggests archiving older messages to mitigate this phenomenon by loading less data from the email client when it starts up.

Also, in the Outlook data folder, you may have come across a file with the .ost extension. OST files have a similar function to PST files, but are used as temporary offline email storage. The point is that the user can use the messages from the OST file while the email server is disconnected (no Internet connection), and after the connection is restored, Outlook will synchronize everything.

That is, a PST file is created by Outlook if all e-mail and correspondence is saved on the local computer, and an OST file is created when working with email hosts that save all e-mail data on a remote server (for example, Gmail or Outlook.com). In this case, the OST file simply contains a local copy of your email data.

Where are Outlook data files stored

The storage location for Outlook data files depends on the version of the program. Outlook 2007 and 2010 saves by default PST and OST files to folder AppData:

C: \\ Users \\ Username\\ AppData \\ Local \\ Microsoft \\ Outlook

Starting with Outlook 2013, the location of the PST file has changed, and now they are stored in the Documents folder. So, Outlook 2013 and 2016 saves PST files in the following folder:

C: \\ Users \\ Username\\ Documents \\ Outlook Files

See storage folder PST or OST a specific account file can also be used using Outlook itself. To do this, go to the menu File / Setting up accounts.

In the window Account settings in the Data files tab, select the account you want to view (if there are several) and click "Open file location"

Outlook will open an explorer window and show the folder in which the PST file (or OST file if this account uses such).

Archive Outlook data

The main data file that Outlook works with is the file with the name of the account. You can also create an archive or a backup copy from this file. This can be done by setting up automatic data archiving or manually archiving data.

Automatic data archiving

To set up automatic archiving of Outlook data, open the application and go to the File tab. Select the required account from the pop-up menu (if there are several).

After that, click on Cleaning Tools and select a menu item.

After clicking the button, Outlook will archive the installed mailbox folders. To change the settings of the autoarchive parameters, just right-click on one of the folders in your Outlook mailbox and select Properties / / .

By clicking the button Default archive settings, you can set up archiving folder items with the default settings.

Back up Outlook data manually

If there is no need to configure automatic mail archiving, then this can be done manually. To do this, go to the menu File / Cleaning products / Archive.

In the menu that opens, set the required parameters and click Ok.

As a result of both described methods of archiving Outlook data, the mail client will create a file with the data archive, which can be imported back if necessary.

Back up and restore Outlook data file

Also, in order to ensure the safety of the mail client data, you can create a backup copy of the Outlook data file. It's enough just to copy .pst or .ost your account file to another drive or cloud storage. To do this, open the location of the desired file PST and copy it.

To recover the data file copied in this way, open Outlook and go to File / Open and export / Open Outlook Data File, and select the required data file.

As a rule, the mail client immediately opens the folder with the data files.

After that, Outlook will display all data from the selected file PSTand you can use your mail as usual. If you no longer need to use this backup copy of the data file, you can delete this data from the mail client.

Note... As you can see in the Outlook Data, Files and Options Import and Export Wizard, data can only be imported from a file PST... That is, in the event that your mail account uses an OST data file, it will not be able to import it in this form. To do this, you will need to convert the OST file to PST format. Such conversion is not provided with the built-in Outlook tools, for this use third-party software.

How to change the default storage folder of Outlook data file (* .pst or * .ost)

If you need to move your Outlook files out of the C drive or just to a more convenient location, then that can also be done. Only this file cannot be simply copied by holding the left mouse button. If you do this, Outlook will create a new file in the default folder for PST file and as a result, part of the mailbox information will be lost. To move a data file, you must change the default location for storing Outlook files by using the registry and only then move the file.

Attention... The Registry Editor is a tool that can damage the operating system and become unstable as a result of incorrect actions. Therefore, be careful when carrying out any actions with the Registry Editor, and it is better to create a backup copy of it before making any changes.

Close Outlook and open Registry editor.

On the left side Registry Editor go to the following path:

HKEY_CURRENT_USER \\ Software \\ Microsoft \\ Office \\ 16.0 \\ Outlook \\

where 16.0 is your Outlook version.

Next, create a new unit in this folder. To do this, right-click in the right window and select Create a / Expandable string parameter... Name the new unit "ForcePSTPath".

Please note that if you are working with OST file, then you need to create a unit with the name "ForceOSTPath"... Often, users create both units so that all Outlook files are stored in the same folder.

Double click on the new unit ( "ForcePSTPath" or "ForceОSTPath") and in the properties window that opens, specify the folder where you want to save the Outlook data files, and then click Ok.

Close up Registry editor... After that Outlook should create a new one PST file in the specified new folder, and now you can transfer the old one PST file to a new folder. Once opened, Outlook should work as before.