Best 4 Ways to Backup Outlook Emails

Read time: 6 minutes

Without a doubt, your email account holds a wealth of crucial information and data. In the event of an unexpected issue, it’s not just your emails that could be at risk, but also your invaluable contacts, calendars, email attachments, and more. This underscores the critical importance of maintaining regular backups for your Outlook email account.

As an Outlook user, you’re undoubtedly aware of the significance of PST files. Proficiency in managing these files is a fundamental skill that every Outlook user should possess. PST files, being susceptible to corruption, emphasize the necessity of consistently backing up your Outlook emails and associated data. While creating backups for many file types may be straightforward, the process becomes somewhat more intricate when it comes to email backups, primarily because email data is typically not stored directly on the device.

In this blog, we will explore various methods for backing up Outlook emails, as well as introduce an automated tool for recover deleted emails in MS Outlook.

However, before delving into these methods, it’s crucial to understand why taking backups of Outlook emails holds such paramount importance.

Why is Outlook Email Backup So Important?

Outlook is a widely-used email client known for its extensive features, including mailboxes, calendars, and appointments. Nevertheless, given that data loss incidents can occur even with Microsoft services, it’s always prudent to prioritize regular backups.

Outlook email backups not only assist in maintaining a clutter-free inbox but also provide invaluable support in scenarios involving data loss or data file corruption.

There are two methods for backing up Outlook emails: manual methods and third-party tools. A comparison between the two reveals that manual methods can be somewhat time-consuming, while third-party tools offer a more efficient and user-friendly alternative.

First, let’s explore manual methods for backup Outlook emails.

Except for Outlook 2010 and the web app, this method is compatible with most versions of Outlook. To perform an Outlook email backup using this method, follow the steps below.

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.
3. Go to the option Export to a file and then click on Next in Import and Export Wizard.
4. Select the saving option Outlook Data file (.pst) and then click on Next
5. Select the account or folder you want to backup and then click on Next
6. Now, browse the location where you want to save your PST file, then click on Finish.
7. Apply a password to the resultant file if you want.
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 method described above is suitable for backing up entire folders, which means you can’t access individual emails separately. However, there are two other backup options that enable you to save individual emails for easy access. Let’s delve into each of them:

This method is ideal for quickly backing up a select few emails. To use it, follow the steps below:

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

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 corner.
2. Click on Save as from the left pane.
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.

As we’ve previously discussed, manual methods can be challenging as they demand technical knowledge and extra effort. Furthermore, these manual methods come with certain limitations that can hinder the effectiveness of Outlook email backups. To simplify and enhance the backup process, many users opt for third-party tools.

If you’re looking to bypass the time-consuming manual processes and seek a swift solution for backing up Outlook emails, consider using a reliable third-party tool called Kernel for Outlook PST Repair. This professional tool efficiently recovers and restores the user mailbox, including its complete structure and folders, encompassing emails, contacts, notes, tasks, journals, and more. Additionally, the tool offers the capability to recover deleted emails in MS Outlook. Here are some other noteworthy features of the tool:

• 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

Conclusion

In this blog, we’ve explored various methods for backing up Outlook emails. While you have the option to choose from the discussed methods, it’s important to note that manual methods can be challenging and necessitate technical expertise for a seamless backup process.

As an alternative, you can opt for an efficient and user-friendly third-party tool we’ve discussed. It offers a free PST repair version that is compatible with all Outlook versions and Microsoft Exchange Server. Feel free to download its free trial version to explore the tool’s capabilities further.