How To Backup Outlook Emails

Export Outlook Emails To Microsoft Excel

How to backup your Email in Outlook 2016 – Tutorial

It is quick to export emails from Outlook to Excel. However, keep in mind that you will maintain only plain text and simple links. All other information goes missing. If you want to recover the formatting finally, saving as HTML files is a good alternative. Below are the following steps on how to Export Outlook Emails to Microsoft Excel.

Step 1: Open Microsoft Outlook and then select File in the taskbar up. Navigate down to the Open and Export option.

Step 2: In the Open and Export Option, Click on Import or Export > Export to a file.

Step 3: Set the file type to Microsoft Excel file.

Step 4: Choose the location where the backup file would be, Name the backup file and then select Finish.

Microsoft Outlook is one of the best email systems and it is a good choice for many email users. It organizes and arranges various mails very well, integrates with various extensions just to provide a good service. Mail loss can happen due to various reasons and this can be avoided by backing up your email. You can either back them by Exporting them from Outlook to PST format or OLM files for Mac or Dragging them into fail explorer folders or backing them up to Gmail or Microsoft excel.

Transfer Or Backup Outlook Files With Remo Outlook Backup And Migrate Tool

Remo Outlook Backup and Migrate tool is a safe and easy utility. It helps you backup, restore and migrate data without any limitations in a quick and hassle-free way. By using this tool youll overcome the exhaustive Outlook Import/Export process and easily export Outlook data or emails to an external drive.

Follow the steps below to copy Outlook data files automatically to an external hard drive.

1: Click on the Download button below and Install Remo Outlook Backup and Migrate tool.

2: Then Launch the tool and click on the Backup.

3: Within the next screen choose from Smart Backup and Advanced Backup.

Smart Backup allows a complete backup of Outlook items that includes attributes like emails, journals, contacts, notes, etc. with Outlook rules and settings. Whereas, with the Advanced Backup option, you can select the Outlook attributes that are important to you and you would like to take a backup of them safely.

4:If you select Smart Backup, Then just click on Next to begin the backup. If you select Advanced Backup then select the attributes you would like to backup and then click on Next.

5: Once the backup is completed, click on View Report. And save the file to an external hard drive.

In the below section, we will show you on how to backup microsoft Outlook to external hard drive

Backing Up Email On Outlook

Begin by adding your email account to Outlook, which you can do by following this Outlook setup tutorial. In the steps below, we will learn how to back up Outlook emails using the 2019 version.

  • Click File, choose Open & Export and click on the Import/Export button.
  • On a new window choose Export to a file option and hit the Next button.
  • Then, choose the Outlook Data File as the export format. Click Next again.
  • Now select your email account from the list and again, click the Next button.
  • Finally, choose the destination folder and hit the Finish button. Outlook will prompt you to create an additional password for the backup, but you can skip it by clicking Cancel if you prefer.
  • As you can see, using Outlook to back up your emails takes only a few clicks.

    Recommended Reading: Unarchive In Outlook

    Back Up Or Copy Your Outlook Mail Contacts And Other Data

    Creating a backup copy of your Personal Folders files or moving them to a different computer can be as easy as copying a single file.

  • Go to File and select Info.

  • Select Account Settings > Account Settings.

  • In the Account Settings dialog box, select the Data Files tab.

  • In the Name list, highlight the PST file that you want to archive.

    OST files store emails for Exchange and IMAP email accounts. You can copy these OST files, but to extract data from OST files, use a third-party tool such as OST to PST Converter.

  • Select Open File Location.

  • In Windows File Explorer, right-click the highlighted file.

  • Select Copy.

    If you don’t want to right-click the file, go to the Home tab and select Copy. Or, if you prefer keyboard shortcuts, press Ctrl+C.

  • Go to the folder in which you want the backup or copy of the PST file, then select Home > Paste. Or, press Ctrl+V.

  • Close the Windows Explorer window.

  • In the Account Settings dialog box, select Close.

  • Configure Outlookcom In Thunderbird

    How to backup emails in Outlook 2016 and 2013 automatically or manually
  • Go to Tools menu, and choose Account Settings option.
  • Enter Your Name, account and Password.
  • Then click Continue.
  • Choose IMAP option and Click Done.
  • This will add the account in the Thunderbird application. In case, the process shows a fail message, go to the Manual Config. Option and check the server configurations.


    Also, set the encryption type as below

    IMAP: 993

    Read Also: How To Get Into An Old Email Account

    Use Screen Capture To Save An Image

    You can also use screen capture software to save the contents of the email as an image. This method can be useful to reference the emails contents in other communication forms, as images are easily pinned to emails and other messages.

    If youre using Windows, newer versions come with pre-installed screen capture software, named Snipping Tool and Snip & Sketch. Alternatively, you can use the Print Screen button on your keyboard, then paste the image in Paint.

    For Mac devices, the process is similar. Use the Ctrl + Command + 4 shortcut to open the integrated screen capture feature, then drag the selection crosshair to cover an area over the email to save it.

    For Linux, you can find an assortment of screen capture software available for download, which can be used to save the email as an image. Alternatively, GNOME-based models have an integrated Screenshot utility in the Applications > Accessories menu. Some Linux OS versions will respond to the Print Screen button on your keyboard, much like in Windows systems.

    Second Method: Backup Outlook Emails Using The Import

    This is the second method to backup Outlook webmail emails with all data items.

    • Launch Outlook < < Click File Tab < < Open & Export > > Import / Export tool
    • Now in Import & Export Wizard, choose Export to File then Next > > Select Outlook Data & Next
    • Select the folder of the mailbox, you want to export.
    • Now browse for the destination to save the PST file and check to include subfolder > > Finish.

    If your Outlook mailbox is not corrupted, both the above procedures will work fine for you. But if you are unable to backup Outlook by manual method then you can also use a professional solution to restore the Outlook mailbox.

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    How To Backup Outlook 2007 Emails

    To backup emails and other items in Outlook 2007, click the File menu, and then click Import and Exportâ¦

    The Import and Export Wizard will run, and you configure it exactly as described in Outlook 2013 backup.

    Now that your Outlook data is exported in a .pst file, you can move or copy the file in the usual way. For example, you can save your Outlook backup to Dropbox or OneDrive, and later on import it to a new computer.

    Advantages: Exporting a .pst file is a quick, intuitive and safe way to backup Outlook emails that can be easily accomplished even by unexperienced users. Additionally, it lets you make a selective backup, i.e. export only relevant data leaving out unimportant folders like or Deleted items.

    Drawbacks: Exporting a .pst file is not a complete Outlook backup . This method copies the most essential items such as mails, contacts, appointments, tasks, and notes. Some Outlook data is lost during export, even if you include all folders and subfolders. Among others, exporting does not save the following data: message rules, signatures, custom forms, custom views, and folder properties.

    If you aim to backup Outlook data to the maximum extent possible, consider using one of the third-party “all-in-one” Outlook backup tools, or make a copy of the .pst file manually. In addition, you can back up files that store your Outlook templates, signatures, themes, and custom forms. Full details follow below.

    What Kind Of Data Can You Save In An Outlook Backup

    How to Backup Outlook Emails To a USB Drive – Using a PST File

    Outlook data backups are always created in PST format. This is a proprietary Microsoftformat that Outlook uses to import and export data. When creating an Outlook backup, you can include emails, contacts and addresses, calendar data, journal entries, and also various settings such as categories and filters. Exporting a PST file serves two purposes. It gives you a local copy of your data, and you can also use it to import your Outlook data and contacts and transfer your settings if you change device or account.

    In the corporate world, corruption or loss of data and emails can affect the entire organization. If youre looking for a safe and reliable way of protecting your emails, the IONOS email archiving service is what you need! Your data will be stored securely in one of our data centers.

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    Faqs How To Backup Outlook Emails To External Hard Drive

    Q1. How do I save an Outlook email to an external hard drive?

    Using the EaseUS backup tool that helps backup and save Outlook emails and other items, you can save Outlook emails onto an external drive. To use it, follow the steps below:

  • From the home screen select Email.
  • Connect to Outlook > login > choose Outlook emails > backup destination. Choose the storage drive on which you want to save Outlook email. Make sure the external drive is connected.
  • When prompted enter Outlook password > select the emails to backup.
  • Q2. How to save Outlook data files to the desktop?

  • Launch Outlook > login.
  • Hit Data Files tab > click the Add > select Office Outlook Personal Folders File
  • Name the folder> choose the destination as desktop.
  • Q3. Is there a way to save all outlook emails at once?

    To save all Outlook emails at once, you can use the Import/Export option.

    Youll find it under File > Open & Export > Import/Export > Export to a file. Select the files to backup followed by the destination when you want to store the files.

    Thats it you will now have Outlook emails along with calendar, and contacts.

    Q4. How do I copy outlook to my hard drive?

    To copy Outlook to the hard drive, you can use EaseUs Todo Backup or can use the Import/Export option. Remember later has a downside. Hence, we recommend using the Outlook Email backup tool.

    How To Backup Outlook Emails By Exporting

    There may be different situations when you might want to back up Outlook mails – for example, when you are moving to another computer or restoring your Outlook data after a crash. In the second case, having a healthy Outlook backup can significantly alleviate the pain, so it’s a wise strategy to back-up your Outlook emails once in a while, especially if you are using email for work.

    The most safe and reliable way to make an Outlook backup is to let Microsoft Outlook export a .pst file for you automatically. Apart from emails, this will also save contacts, calendars, tasks, and notes.

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    Acquiring Email Server Details

    To receive emails from a web server, a client needs to use a set of so-called protocols. For sending messages, theres SMTP , while for incoming mail protocols, there are IMAP and POP3 . The main difference between these two is that IMAP allows email synchronization across multiple devices, while POP3 does not. Heres a more detailed explanation of this topic.

    You can set up any email to work with an email client, provided that you have the required configuration details of these protocols.

    If youre using Hostinger to receive your emails, heres how to collect your data:

  • Access your hPanel. Go to EmailAccounts-> Set Up Devices.
  • Youll find your email information under the ConfigurationSettings section.
  • Alternatively, if youre using Gmail or Yahoo Mail, you need to enable access to these protocols from your account first.

    How To Drop And Drag Emails To File Explorer Folders

    How to Backup Your Outlook 2013 Emails

    Outlook helps you save and organize email messages, contact information, file attachment, and lots more just like a file cabinet that contains folders helps you organize your documents. Below are the following steps on how to Drop and Drag Emails to File Explorer Folders.

    Step 1: Select the files or items that you want to move by left-clicking the mouse and holding down the mouse over the items that you want to move.

    Step 2: After selecting the items that you want to move you can either left-click on the items and hold it down, while holding it down, drag the items to the folder where it is meant to be saved and then release the mouse by removing your hand from the mouse you were clicking.Or

    Step 2: After selecting the items that you want to move you can either right-click on the items, then a context menu appears where you select to move. Then paste into the designation folder.

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    How To Backup And Transfer Outlook Email To New Computer

    Do you want to backup and transfer Outlook email to a new computer? By default, Outlook email pst files are all saved on the system disk. Once your computer crashes, things are hard to be restored. Sadly, pst files are not allowed to share or sync between computers. So how to backup and transfer email files to your new computer? Here is the answer, by using CD, DVD or USB that are removable disk.

    Note: Though we can transfer Outlook email by connecting LAN/WAN, it cannot ensure the complement of email pst file

    What If You Lost Outlook Email Files

    The situation when you don’t clone your Outlook mail and lose the files accidentally is really tricky. But there is always a way. You can indeed retrieve your lost Outlook email files through Wondershare Recoverit in three simple steps. Let’s explore its powerful functions below.

    • Recover lost or deleted files, photos, audio, music, emails from any storage device effectively, safely, and completely. But the emails here only refer to the local files of outlook.
    • Supports data recovery from recycle bin, hard drive, memory card, flash drive, digital camera, and camcorders.
    • Supports to recover data for sudden deletion, formatting, hard drive corruption, virus attack, system crash under different situations.

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    Outlook : Export Outlook Items To A Pst File

  • At the top of your Outlook ribbon, choose the File tab.

    If your ribbon doesn’t have a File option in the top left corner, see What version of Outlook do I have? to determine your version of Outlook and to get to the right export instructions.

  • Choose Options.

  • In the Outlook Options box, choose Advanced.

  • Under the Export section, choose Export.

  • Choose Export to a file, then Next.

  • Choose Outlook Data File , then Next.

  • Select the name of the email account to export, as shown in the picture below. Only information for one account can be exported at a time.

    Make sure that the Include subfolders check box is selected. This ensures that everything will be exported: Calendar, Contacts, and Inbox. Choose Next.

  • Choose Browse to select where you want to save the Outlook Data File and to enter a file name. Select OK to continue.

    Note: If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.

  • If you are exporting to an existing Outlook Data File , under Options, specify what to do when exporting items that already exist in the file.

  • Choose Finish.

  • The export begins immediately unless a new Outlook Data File is created, or if the export is to an existing file that is password protected.

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