How to archive Outlook data without PST file?

A wide range of users rely on Outlook, spanning from individuals using it for personal tasks to organizations utilizing it for both internal and external communication on a larger scale. Archiving, in this context, refers to the process of preserving or backing up emails and other older data from Outlook. Archiving can encompass various types of Outlook data, including emails, contacts, calendar entries, and tasks.

Why Would Someone Need to Archive Without PST?

While the most common method for archiving in Outlook is by saving data in a PST file, there are scenarios where users prefer not to archive emails to PST. Users who utilize Outlook for purposes beyond personal use may encounter the need to back up old emails and items without using PST files. This can be due to concerns about oversized or bulky PST files already on their system. Users may choose not to increase the size of PST files to avoid potential issues such as application slowdown or PST file corruption. In such cases, users may opt to archive emails without relying on PST files.

There are limited methods available for archiving emails in Outlook without using PST files. We will explore these methods step by step.

• Save Outlook file in MSG format:- Saving Outlook file to MSG is an easy and quick way to archive it; let’s see how:
  1. Select the desired location where you would want to archive; create a folder there for archiving Outlook file.
  2. Now, open Outlook and go to the email folder you want to archive.
  3. Press Ctrl + A key to select all emails.
  4. Now drag all the selected emails in the folder you created recently for archiving emails.
  5. Doing this will automatically save all those emails in MSG format.
• Save the Outlook Data in CSV Format:- Another approach for archiving Outlook data involves saving it in CSV (Comma-Separated Values) format. To accomplish this, you'll need to use Outlook's Import/Export feature. Let's go through the process:
  1. Open Outlook and click on the File menu.
  2. Select the Open & Export and choose the Import/Export option from the menu.
  3. Now, select Export to a File as the option and click on the Next button.
  4. In the next step, select Comma Separated Value and click on the Next button.
  5. Now under the Select folder to export from, select the folder you want to export from, i.e., Inbox. Click on the Next once selected.
  6. Select a destination for the exported file. For this, click on the Browse button and specify a path. Click on Next once done.
  7. Now, moving forward, the tool selects the Export “Email messages” from folder: Inbox option and click on the Map Custom Fields button.
  8. Now, you will see two partitions, From partition and To partition. Drag fields you want to archive from the From partition to To partition. Click on the OK button once done.
  9. Click on the Finish button finally, to complete the process.
• Upon successfully completing these steps, all the emails in the Inbox folder will be saved as a CSV file on your system. If you don't have any PST file limitations, you can also explore Outlook's built-in Archive feature for archiving emails. This process may require manual intervention, so it's important to first disable the Autoarchive feature in Outlook. If you're encountering issues with AutoArchive not working, you can refer to troubleshooting steps to address the problem.

If you're looking for an easy way to archive your emails, you can consider using Kernel for Outlook PST Repair. This tool offers a wide range of formats for archiving Outlook emails, including HTML, PDF, MSG, EML, TXT, and more, in addition to the popular PST format. Moreover, it provides users with multiple export options, including web servers and other email clients. The tool preserves the original hierarchy and structure of the content within the PST file and features a user-friendly interface. Take a look at the tool's interface and the variety of format options it offers:

Conclusion

In this blog, we've explored the reasons why someone might want to archive Outlook emails without using a PST file, particularly in cases where an abundance of PST files in Outlook is a concern. We've discussed two manual methods for archiving Outlook emails without PST files, using MSG and CSV file formats, which you can save on your system. Additionally, we've introduced an automated solution that allows you to archive Outlook emails in various formats with ease, simplifying the process.

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