04 Best Methods to Backup Outlook PST Files Instantly - [2024]

Backing up or exporting your Outlook PST file is essential to retain crucial emails, contacts, and other data in the event of data loss. This guide will explore the process of backing up Outlook PST files using manual and professional Email Backup Solutions.

Why is it advisable to create a backup for Outlook PST files?

Creating a backup for Outlook PST files is advisable for several reasons:

1. Data Protection: Backing up Outlook PST files helps protect against data loss due to accidental deletion, corruption, or hardware failure.
2. Recovery: Having a backup allows you to restore your Outlook data quickly and easily in case of unexpected events or errors.
3. Security: By maintaining backups, you can safeguard sensitive or important information stored in Outlook, ensuring it remains accessible even if the original data becomes compromised.
4. Peace of Mind: Knowing that your Outlook data is backed up provides peace of mind, allowing you to focus on your work without worrying about potential data loss.
5. Compliance: In some cases, regulatory requirements or organizational policies may mandate regular backups of email data, including Outlook PST files, to ensure compliance with data protection standards.

Overall, creating backups for Outlook PST files is a proactive measure that helps mitigate the risk of data loss and ensures the continuity of email communication and productivity.

How to Backup Outlook PST Files?

To backup Outlook PST files using some of the best solutions available, you can follow these methods:

Method 01:?Backup Outlook PST File Efficiently Using Email Backup Software

Select a reliable backup software that supports automatic and efficient backup of Outlook PST files such as Email Backup Wizard. The software takes backups of Outlook PST files from various email clients like Gmail, Office 365, Outlook (OWA), IMAP Server, Yahoo, Amazon Workmail, and other email clients. To backup Outlook PST files automatically and efficiently using backup software, you can follow these steps:

• Download and install the PST Backup software on your computer.
• Launch the software and follow the setup instructions to configure it for your system.
• Select the email client and enter your username and password to log in.
• Choose Mailbox from Email clients for Backup as Outlook PST file.
• Select the Outlook PST option from the software where you want to back up.
• Configure Backup Settings and Choose the destination where you want to store the backup files.
• Set up a backup schedule according to your preferences.
• Click on the Backup button and Initiate the initial backup process to create the first backup of your Outlook PST files.

Method 02: Backup PST File Using the Outlook Import and Export Options

• Open Outlook and go to "File" > "Open & Export" > "Import/Export."
• Select "Export to a file" and click "Next."
• Choose "Outlook Data File (.pst)" and click "Next."
• Select the folders you want to back up (usually, you would select your entire mailbox) and click "Next."
• Choose a location and filename for the backup PST file and click "Finish."

Method 03:?Backup Outlook PST File Using the Windows Backup Built-in

To backup Outlook PST files using the built-in Windows Backup feature, you can follow these steps:

1. Open Control Panel: Press the Windows key, type "Control Panel," and press Enter to open the Control Panel.
2. Navigate to Backup and Restore (Windows 7): If you're using Windows 10, you might need to access the old Windows 7-style Backup and Restore tool. Click on "System and Security" in the Control Panel, then click on "Backup and Restore (Windows 7)."
3. Set Up Backup: Click on "Set up backup" to start the backup setup wizard.
4. Choose Backup Destination: Select where you want to save your backup. This can be an external hard drive, a network location, or a DVD. Click "Next" after selecting the destination.
5. Select What to Backup: Choose the option "Let me choose" and then navigate to your Outlook PST file(s) in the file browser. Select the PST file(s) you want to back up and click "Next."
6. Start Backup: Review your backup settings and click "Save settings and run backup" to start the backup process.
7. Monitor Backup Progress: The backup process will begin, and you can monitor its progress in the Backup and Restore window.
8. Verify Backup: Once the backup is complete, verify that your Outlook PST file(s) have been successfully backed up to the selected destination.
9. Schedule Regular Backups (Optional): If you want to automate the backup process and schedule regular backups, you can set up a backup schedule in the Backup and Restore tool.
10. Restore Backup (Optional): If you ever need to restore your Outlook PST file(s) from backup, you can do so by opening the Backup and Restore tool, clicking on "Restore my files," and following the prompts to select the backup you want to restore from.

Method 04: Manually Backup Outlook PST File

To manually back up your Outlook PST file, you can follow these steps:

1. Locate Outlook Data Files: First, you need to locate the Outlook data files (PST files) on your computer. These files contain all your emails, contacts, calendar items, and other Outlook data. The default location for PST files varies depending on your version of Windows and Outlook. Common default locations include:

• Outlook 2016, Outlook 2019, and Outlook for Microsoft 365 on Windows 10: C:\Users\%username%\Documents\Outlook Files
• Outlook 2013: C:\Users\%username%\AppData\Local\Microsoft\Outlook
• Outlook 2010: C:\Users\%username%\Documents\Outlook Files

2. Close Outlook: Before you proceed with backing up the PST file, make sure Outlook is closed to ensure that the file is not in use.

3. Copy the PST File: Navigate to the location where your PST file is stored. Right-click on the PST file you want to back up and select "Copy" from the context menu.

4. Choose Backup Location: Decide where you want to store the backup copy of your PST file. This could be an external hard drive, USB flash drive, network drive, or cloud storage service.

5. Paste Backup: Navigate to your chosen backup location. Right-click in the folder or location where you want to store the backup copy of your PST file and select "Paste" from the context menu.

6. Verify Backup: Once the copying process is complete, verify that the PST file backup exists in the backup location. You may also want to rename the backup file to indicate that it is a backup copy and the date it was created.

7. Repeat for Additional PST Files (if applicable): If you have multiple Outlook profiles or multiple PST files, repeat the above steps to manually back up each PST file.

8. Regularly Update Backups: It's essential to regularly update your PST file backups to ensure that your most recent Outlook data is protected. You can do this manually by periodically repeating the backup process or by using automated backup solutions.

Conclusion:

This approach offers a straightforward and uncomplicated means of backing up your Outlook PST file without relying on third-party tools. Nonetheless, it's important to acknowledge that manually copying the file to a secure location on a regular basis can be labor-intensive and susceptible to human oversight. Furthermore, there's a potential risk of data loss if backups aren't performed consistently or if the designated backup destination experiences corruption or damage. Hence, it's imperative to employ a dependable backup solution, such as third-party backup software or the integrated Windows backup feature, to guarantee continuous protection of your data.