How to Make a Backup of Outlook Data

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CompanionLink always recommends having a backup of your data. Use the following guides to Backup Outlook.

Backup Full PST for Outlook 365, 2021, 2019, 2016, 2013, and 2010

  1. In Outlook click on File > Info > Account Settings. Click the Account Settings drop-down that appears.
  2. Select the Data Files Tab and Click on the .PST file you wish to back up.
  3. Select the Open File icon located above the listed PST file.
  4. Minimize the window that displays containing the PST file.
  5. Close the "Account Settings" window.
  6. Completely close the Outlook application. (Note: It may take up to a minute for the program to close completely).
  7. It is now safe to copy the PST File to a Backup Location of your choosing.
  8. Now right click on the file and select "Copy". (There maybe a delay depending on the size of the file before you can Paste file to your selected backup location).
  9. Browse to the Backup Location that you have selected to store the backup and then Right Click & Paste the file.


Backup Full PST for Outlook 2007 and 2003

  1. In Outlook click on File > Data File Management.
  2. Select the PST file you want and click Open Folder.
  3. Minimize the window that displays containing the PST file. Completely close the Outlook application.
  4. Return to the Window with the PST file. It is now safe to copy the PST File and paste it to a safe location you keep your backup files.




Backup specific folders from the Outlook Data File

  1. Open Outlook > Select “File” > Select “Open & Export” > Select “Import/Export”
  2. Select “Export to a file” > Click Next
  3. Select your Data File and select the specific folder to backup, IE Contacts, Calendar, Tasks, etc. (Make sure “Include subfolders” is checked).
  4. Click Next
  5. Name (we recommend adding a date to the file name) and save the PST file to a location of your choosing > Click Finish.
  • Note: Repeat these steps for any other specific folder type you want to backup.

Restore your Outlook Data

  1. Open Outlook > File > Info > Account Settings
  2. Select the "Data Files" tab > Select "Add" > Select "Outlook data file (.pst) > Name and save the file.
  3. Open Outlook > File > Open & Export > Import/Export.
  4. Select "Import from another program or file" > Select "Outlook Data File (.pst)"
  5. Browse and select the .pst file > Select "Next"
  6. Under "Import items into the same folder in" select the pst file > Select Finish