Automate Outlook backup tasks

An Outlook backup can be created either when starting a task manually, or using a predefined schedule (with a frequency of tasks from months to minutes), or as a reaction to a system event (for example, a backup when a USB drive is connected to a PC).

Dedicated Outlook Backup Plugin

Other features and functions of Handy Backup

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

  • Convenient graphical interface that allows you to control all aspects of the work.
  • Compression and encryption of backup data at the request of the user.
  • Calling external programs or batch files before and / or after a task is completed.
  • Storing backup copies of data, stamped with the date and time of creation.
  • Runs in silent mode as a Windows service.

How to backup Outlook with Handy Backup?

Advice: We recommend that you copy Outlook after scanning (regularly or running in manual mode) your PC for viruses and cleaning your mail folders from spam and unwanted messages. This allows you to significantly reduce the time spent on backing up Outlook.

Recover inbox folder in Outlook mail

Recovering Outlook from a backup is best done in automatic mode. Create a task as described in the User's Guide and select a recovery task.

If you want to restore Outlook to a new machine or to a new folder (for example, to transfer data from an old computer) - just click the "Change location" button in the recovery dialog and select a new location for data recovery!

Recover PST Outlook with File Manager

In some cases, for repair inbox folder in Outlook it is easier to copy the * .pst file, where Outlook emails are stored, to the desired folder from the Outlook backup directory manually using any file manager (for example, Windows Explorer).

  • This operation will be available to you only if you did not select data encryption at the stage of creating a copy of Outlook, and Handy Backup saved the data in its native (original) format.

Try Handy Backup to back up your Outlook mail now -
download and install a free, fully functional 30-day trial!

Outlook 2010 backup created when performing the procedure for copying mail (backup Outlook 2010) and allows you to restore deleted Outlook 2010 emails 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 " 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 pane of the data source selection and select the plugin" Outlook". Double click on the plugin name or click the" >> "button between the panels.
  4. In the data selection dialog, check the box "MSOutlook". You will see a list of data.

  1. Once you have made your selections, click "OK" to return to Step 2.
  2. Continue to set 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, for example, " Backup Outlook 2010". This will help you later easily find the task in order to change any of its parameters or run it for execution.

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 (migration of the working environment, 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 restore 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 at intervals from months to minutes ...

If you wish, the Outlook 2010 backup can be compressed, encrypted under a unique password, transferred to the server via secure SFTP or FTPS, and also saved in a directory with a readable 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!

This article explains how to transfer e-mail messages, contacts, calendar items, tasks, and notes 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. For performance reasons, 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 referred to as an 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.

A TYPE DESCRIPTION DATA FILE
Microsoft Exchange Exchange Server account The data is usually stored on the Exchange Server mail server. There is no need to move or back up offline Outlook data files (.ost files) that are stored on your computer. Such a file is automatically created on a new computer when the account is added to Outlook.
POP or POP / SMTP POP3 The data is stored locally in an Outlook data file (.pst file). This file must be moved to the new computer to access the existing items.
MAPI Windows Live Hotmail (via Outlook Hotmail Connector) The data is stored on Windows Live Hotmail servers. You do not need to move or back up offline Outlook data files (.ost files) or Outlook data files (.pst files) that are stored on your computer. These files are automatically created on the new computer when the account is added to Outlook.
IMAP or IMAP / SMTP IMAP4 account The data is stored on the mail server. A synchronized copy of the items is stored locally in an Outlook data file (.pst file). You do not need to move or back up these files. These files are automatically created on the new computer when the account is added to Outlook.

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. In the Search box next to the Finish button, type% USERPROFILE% \ Local Settings \ Application Data \ Microsoft \ Outlook, 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 your 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 you upgraded Outlook 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 the ALT key) 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 an archive.pst file is present in the folder, or Outlook data files (PST files) were created as archives or backups, those files should be copied as well. If you are not sure which 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 does not 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 appears in folders in the Navigation Pane. New messages will be saved to these same folders and an Outlook Data File (PST) file 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 the word "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 then click the Properties button.
  2. Select the Show command.
  3. Click the Add button.
  4. Follow the onscreen instructions 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 click Finish.
Option 2. Saving the current profile
  1. Start the Outlook app.
  2. Click the File tab.
  3. Follow the onscreen instructions 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 click 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 reduce the likelihood of problems with 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 set up 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 your 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) Mail.

Location of the Mail icon on the control panel

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

The easiest way to find Mail is by opening 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.

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 then 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 onscreen instructions 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 click 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 then 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 onscreen instructions 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 click 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) file 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.
  • Letterhead For information about moving letterhead from your old computer to a new one, see the article Copy letterhead to another computer.
  • Junk E-mail Filter Lists You can export items in the Safe Senders, Safe Recipients, and Blocked Senders lists 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 do not need to be manually transferred from one computer to another. If a problem occurs, the rules can be exported and imported manually. For more information, see the article

Outlook is a program included in Microsoft Office designed to work with e-mails and letters. In order not to lose or transfer letters from the program to another computer or third-party media, they can be saved to a separate file, exported or archived.

Saving email in Outlook 2010 and 2013

Where Outlook stores emails

By default, the program saves all messages at every specified period of time to a separate outlook.pst file automatically. This file is located in the Main_drive folder: \ Documents and Settings \ account_name \ Local Settings \ Application Data \ Microsoft \ Outlook. You can copy and use this archive for your own purposes, but keep in mind that the last letters received by mail might not have time to get into it. Therefore, it is better to use manual export or archiving to make sure that all emails end up in the file.


Outlook.pst file containing all emails

How to archive emails

Archiving in Outlook is a feature that moves some emails into a separate compressible archive to reduce the amount of memory they occupy on the hard disk. Unlike traditional backups, which create a copy of Outlook items, archived items are moved to a separate Outlook data file (.pst file). Archived items can be accessed at any time by opening this file.

Automatic archiving

By default, the function is activated and fulfills its duties after 2, 3 or 6 months, depending on the type of letters. For more details, see the table below.

Table: Retention period of various data in Outlook

After the first automatic archiving session, the program creates a file and a separate folder for it. In the future, you can independently add letters to the archive or remove them from it. The archive created by Outlook is located by default under Primary Drive: \ User \ AccountName \ Documents \ Outlook Files \ archive.pst.

To customize the automatic backup settings for yourself, follow these steps:


Manual archiving

Manual archiving will create the Archive folder automatically if it was not previously created during automatic archiving.


Video: Archive to Outlook

Loading and restoring emails from archive and pst file

If you have an archive or other file with letters in pst format, then you can quickly unload all data from it into the program. That is, using a PST file, you can recover lost data or add new ones taken from another computer:

Video: transfer of Microsoft Outlook 2010 database

Export letters

Export allows you to save both letters and other items in Outlook into a separate uncompressed file in pst format. The resulting file can be used in the same way as an archive, but it does not need to be unzipped.

  1. While in the "File" tab, go to the "Open" subsection.
    Open the "Open" section
  2. Select the "Import" or "Import and Export" function, depending on the version of the program.
    Press the "Import" button
  3. Check the "Export files" option.
    Selecting the action "Export files"
  4. Indicate that you want to create a pst file.
    Specify the pst format
  5. Select the individual folders to export, or check the topmost section and check the box next to the words "Include subfolders".
    Specify which folders you want to export
  6. Specify the path where the location for storing the file with exported letters will be determined.
    Specify where to save the file with exported files
  7. If you want, then set a password for the file, but this is optional. Set a password for the file
  8. As a result, you will receive a file with which you can transfer letters to any computer with Outlook.
    Exported file received

How to highlight emails

In order to mark several letters at once for further deletion or transfer them to the "Read" section, hold down the Ctrl key on the keyboard and start marking letters with the mouse without releasing the key.

If you need to select a large number of letters at once, then select the first letter, and then hold down the Shift key on the keyboard and select the last letter, not release the key. All letters between the first and last letter will be highlighted.


Selecting multiple emails at once

To select all letters at once, mark one letter and hold down the key combination Ctrl + A, then all letters in the same folder as the selected letter will be selected.

Saving attachments from multiple emails

Some received letters may contain attachments: files, pictures, videos, etc. You can save the attachments of each letter in turn, but there is another option:


Some problems with Outlook emails and their solutions

In the process of working with letters, certain errors or problems may arise. To eliminate them, you need to perform certain actions.

Unread emails are read independently

If the letters that came to your mail are automatically marked as "Read", although you did not open them, then the fact is that you have enabled the function that shows that you have read the letter if you have a tab with it open for a few seconds. To disable this feature, follow these steps:


Old emails are not displayed

Messages read some time ago may no longer be displayed in the program. To fix this, follow these steps:


Emails from Outlook can be exported or archived to create a file that can be transferred to another computer or shared with someone. From the created file, you can get data using any version of Outlook, using import or item creation.