Best 4 Ways to Backup Outlook Emails

Abhishek Pandey
Abhishek Pandey linkedin | Updated On - December 02, 2022 |

Read time: 6 minutes

Undoubtedly, your email account contains lots of important information or data, and if something goes wrong, it’s not only emails that you could lose rather you could also lose your contacts, calendars, email attachments, and more. That’s why it is necessary to have Outlook email backups.

As an Outlook user, you know the importance of PST files, and the ability to effectively handle the PST files is one of the most fundamental skills every Outlook user must have. As the PST files are prone to corruption, we should always take backup of Outlook emails and other data. Creating a backup for most files is simple, but things get a little more complicated in email backups as they don’t keep data on the device.

Let’s discuss different methods to take backup of Outlook emails and an automated tool to recover deleted emails in MS Outlook in this blog.
But before that, you must have brief information about why taking a backup of Outlook emails is so important.

Why is Outlook Email Backup So Important?

Outlook is a popular email client with several features, such as a mailbox, calendars, appointments, etc. But, as we know, Microsoft sometimes faces data loss issues, so taking backups is always a good idea.

With Outlook email backups, you can keep your inbox clean. It also helps you in the situations like data loss or corruption of data files.

Methods to Backup Outlook Emails

You can take a backup of Outlook emails with the help of two methods: manual methods or a third-party tool. When we compare both these methods, we find that manual methods are a bit time-consuming, whereas a third-party tool is more effective and easier to use.
Firstly, let’s discuss manual methods to take Outlook emails backup.

Method 1 – Export Everything to a File Using Import/Export

Excluding Outlook 2010 and the web app, most versions of Outlook support this method. Follow the below steps to take Outlook email backup through this method.

  1. Open Outlook and Click on the File tab in the top left corner of the screen.
  2. Click on Open & Export tab and select Import/Export from the right pane.Import/Export
  3. Go to the option Export to a file and then click on Next in Import and Export on Next
  4. Select the saving option Outlook Data file (.pst) and then click on NextSelect the saving option
  5. Select the account or folder you want to backup and then click on NextSelect the account
  6. Now, browse the location where you want to save your PST file, then click on on Finish
  7. Apply a password to the resultant file if you want.Apply a password
  8. At last, open the folder where you saved your backup file to check whether it’s still there or not.

Some Alternatives Ways to Backup Outlook Emails
The above method is used to backup an entire folder, because of which you can’t access emails individually. But don’t worry; two other backup options allow you to save individual emails that you can access anytime. Let’s discuss each of them:

Method 2 – Drag & Drop Emails

It is the best method to take a backup of a few emails quickly. To use it, follow the below steps:

  1. Open both Outlook and Windows File Explorer.
  2. Now, select the email you want to backup. You can also select multiple emails for multiple emails for backup
  3. At last, drag and drop the selected emails to the folder where you want to store them.drag and drop
Method 3 – Use the Save As Command

You can also backup emails using the Save as command. To do so, follow the below steps:

  1. Select the email you want to backup, and then click on the File tab in the top left on the File tab in the top left corner
  2. Click on Save as from the left pane.Click on Save as
  3. Navigate the folder where you want to save the backup and then click on Save
  4. At last, you can check the location of the file to confirm whether it’s saved or not.
  5. As we already discussed, manual methods are not easy to perform as they require technical knowledge and extra effort. Even manual methods have some limitations which restrict them from effectively completing the Outlook email backup. Users can use a third-party tool to make the backup process easy and effective.

A Professional Tool for Outlook Emails Backup

If you want to avoid lengthy manual processes and need a quick backup solution for Outlook emails, it’s time to go with a professional third-party tool named Kernel for Outlook PST Repair. It recovers and restores the user mailbox with the complete structure and folders, including emails, contacts, notes, tasks, journals, etc. With the tool, you can also recover deleted emails in MS Outlook. Some other notable features of the tool are:

  • Recovers and saves all email data
  • Repair corrupt Outlook data files and recover large PST files
  • Saves emails in different formats like PDF, DBX, MBOX, and more
  • Use filtering options to save or migrate selective PST data file
  • Easy to use and reliable software to backup Outlook emails


In this blog, we have discussed different methods to take backup of Outlook emails. You can go with any of the discussed methods but keep in mind that manual methods are quite difficult and require technical skills to smoothly complete the backup.

So, as an alternative, you can use an effective and user-friendly third-party tool we discussed. It has a free PST repair version compatible with all Outlook versions and Microsoft Exchange Server. Download its free trial version to learn more about the tool.

Kernel for Outlook PST Repair