Backup Outlook Files Windows 7

  

Pst files are personal storage tables, a file used by outlook to maintain all your data. If you want to create a backup of the file, then follow the steps below. Step 1 - Opening up the Account. When you see the Import and Export Wizard pop-up box, select Import from another program or file. Choose Outlook Data File (.pst). Hit the Browse button and navigate to the location where your.pst Outlook data file is stored. Select your backup file and click Open.

Outlook saves backup information in a variety of different locations. Depending on what type of account you have, you can back up your emails, your personal address book, your navigation pane settings, your signatures, templates, and more.

If you're using a Microsoft Exchange, Office 365, or Outlook.com account, your email messages are backed up on your email server. In most cases, you won't have a Personal Folders file (.pst) for these types of accounts.

Procedure to backup Outlook PST file on Windows 7: Download Yodot Backup Outlook PST program on Windows 7 computer and install it. After launching the tool, wait for main screen to show three options – ‘Backup’. Click on ‘Backup’ option and next window comes up with two sub options called. By default, an Microsoft Outlook PST file is located at: “C: Users AppData Local MicrosoftOutlook” under Windows 7 or Vista and at: C: Documents and Settings Local Settings Application Data Microsoft Outlook under Windows XP. To learn the exact location of your PST file go to “Tools””Options””Mail Setup””Data Files” in case you are using Outlook 2002 to 2007. To search for the.pst files: Windows 10 or Windows 7: Select the icon labeled “Type here to search” in the taskbar. Windows 2000 or Microsoft Windows Millennium Edition: Select Start, point to Search, and then select For Files or Folders. Windows Vista: Select Start, and then select Computer. Locate the search window in the upper-right corner. To show all hidden files and folders in Windows 7 or Vista, open Windows Explorer and click on the Organize button on the left, then select Folder and Search Options from the menu. In Windows XP, open Windows Explorer and go to it's Tools, Folder Options menu.

In order to view some of the backup files for Outlook, you'll need to unhide system folders and file name extensions. For information on how to perform that task, see How to unhide folders and file name extensions.

Newer versionsOffice 2007 - 2010

Backup information for Office 365, Exchange, or Outlook.com accounts

For Office 365 accounts, Exchange accounts, or Outlook.com, Hotmail.com, or Live.com accounts not accessed by POP or IMAP, you won't have a Personal Folders (.pst) file. You may have an Offline Folders (.ost) file, but that file is automatically recreated by Outlook when you add a new email account. You can't move that file from one computer to another.

For Office 365 accounts, Exchange accounts, or Outlook.com, Hotmail.com, or Live.com accounts not accessed by POP or IMAP, the following information can be transferred from one computer to another.

Navigation Pane settings

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You can find these settings in one of the following locations:

  • Windows 10 drive:Users<username>AppDataRoamingMicrosoftOutlookprofile name.xml

  • Older versions of Windows drive:Documents and SettingsuserApplication DataMicrosoftOutlookprofile name.xml

Print styles

You can find the Outlprnt file in one of the following locations:

  • Windows 10 drive:Users<username>AppDataRoamingMicrosoftOutlookOutlprnt

  • Older versions of Windows drive:Documents and SettingsuserApplication DataMicrosoftOutlookOutlprnt

Signatures

You can find the various files that make up your Outlook signatures in one of the following locations:

  • Windows 10 drive:Users<username>AppDataRoamingMicrosoftSignatures

  • Older versions of Windows drive:Documents and SettingsuserApplication DataMicrosoftSignatures

Stationery

Stationery can be stored in two different locations depending on whether you have the 32-bit or 64-bit version of Outlook installed. You can find the various files that make up your Outlook stationery in one of the following locations:

  • All versions of Windows drive:Program FilesCommon FilesMicrosoft SharedStationery

  • All versions of Windows drive:Program Files (x86)Common Files Microsoft SharedStationery

Custom forms

You can find the various files that make up your custom Outlook forms in one of the following locations:

  • Windows 10 drive:Users<username>AppDataLocalMicrosoftForms

  • Older versions of Windows drive:Documents and SettingsuserLocal SettingsApplication DataMicrosoftForms

Dictionary

Your custom dictionary files are stored in one of two places:

  • Windows 10 drive:Users<username>AppDataRoamingMicrosoftUProof

  • Older versions of Windows drive:Documents and SettingsuserApplication DataMicrosoftUProof

Templates

Any Outlook templates you've created are stored in one of two places. Templates will have an .oft extension.

  • Windows 10 drive:Users<username>AppDataRoamingMicrosoftTemplates

  • Older versions of Windows drive:Documents and SettingsuserApplication DataMicrosoftTemplates

Send/Receive settings

Your send and receive settings include which accounts are checked at what frequency. You can find your send and receive settings file in one of the following locations. The file will have an .srs extension.

  • Windows 10 drive:Users<username>AppDataRoamingMicrosoftOutlook

  • Older versions of Windows drive:Documents and SettingsuserApplication DataMicrosoftOutlook

Email, calendar, contact, and task information for POP and IMAP accounts

If you have a POP or IMAP account, all of your information is already stored in a Personal Folders (.pst) file. You can move this file to a new computer and retain your information. Moving a .pst file from one computer to another doesn't transfer your email account settings. If you need to set up Outlook on a new computer, copy your .pst file from the old computer, then set up your email account on your new computer. You can then open the .pst file from the new computer.

The location of your .pst file depends on your version of Outlook, your version of Windows, and how you set up your account or created the .pst file. You can find your .pst file in one of the following locations:

  • Windows 10 drive:Users<username>AppDataLocalMicrosoftOutlook

  • Windows 10 drive:Users<username>RoamingLocalMicrosoftOutlook

  • Older versions of Windows drive:Documents and Settings<username>Local SettingsApplication DataMicrosoftOutlook

Tip: If your Outlook Data File (.pst) becomes large it can slow down your OneDrive sync and may show 'Processing changes' or 'A file is in use'. Learn How to remove an Outlook .pst data file from OneDrive.

Note: Your configuration might not include all of these files as some are created only when you customize Outlook features.

Can't find the folders?

Some of the folders might be hidden folders. To display hidden folders in Windows, do the following:

  1. Click the Start button, and then click Control Panel.

  2. Open Folder Options.

    To locate Folder Options, in the search box at the top of window, type Folder Options. In Control Panel for Windows XP, type Folder Options in the Address box.

  3. On the View tab, under Advanced settings, under Files and Folders, under Hidden files and folders, select Show hidden files and folders.

Outlook Data File (.pst)

Outlook Data Files (.pst) contain your e-mail messages, calendars, contacts, tasks, and notes. You must use Outlook to work with the items in a .pst file.

When you archive Outlook information, items are saved in a .pst files.

Notes:

  • Microsoft Exchange Server accounts save your information on the mail server. To use Cached Exchange Mode or to work offline, copies of your items are saved in an offline Outlook Data File (.ost). See the Outlook Data Files (.ost) section for more information. Also, some organizations allow you to export or archive your items to a .pst file.

  • Moving a .pst file to a network share is not supported. For more information, click the following article number to view the article in the Microsoft Knowledge Base:
    297019 Personal folder files are unsupported over a LAN or over a WAN link

How to identify the name and location of your personal folders file

Microsoft Outlook 2010

  1. In Outlook 2010, click the File tab in the Ribbon, and then click the Info tab on the menu.

  2. Click Account Settings, and then click Account Settings.

  3. Click DataFiles.

  4. Note the path and file name of your .pst file. For example, C:ExchangeMailbox.pst indicates a .pst file that is named Mailbox.pst and is located in the Exchange folder on your drive C.

Outlook Data Files (.pst) created by using Outlook 2010 are saved on your computer in the DocumentsOutlook Files folder. If you are using Windows XP, these files are created in the My DocumentsOutlook Files folder.

Tip: If your Outlook Data File (.pst) becomes large it can slow down your OneDrive sync and may show 'Processing changes' or 'A file is in use'. Learn How to remove an Outlook .pst data file from OneDrive.

If you upgraded to Outlook 2010 on a computer that already had data files created in previous versions of Outlook, these files are saved in a different location in a hidden folder.

Windows 7 and Windows Vista drive:UsersuserAppDataLocalMicrosoftOutlook

Windows XP drive:Documents and SettingsuserLocal SettingsApplication DataMicrosoftOutlook

Tip: For information about hidden folders in Windows, see Windows Help and Support.

Microsoft Office Outlook 2007

  1. Start Outlook.

  2. On the Tools menu, click Options.

  3. On the Mail Setup tab, click the Data Files button.

  4. Note the path and file name of your .pst file. For example, C:ExchangeMailbox.pst indicates a .pst file that is named Mailbox.pst located in the Exchange folder on your drive C.

5. Click Close, click OK, and then click Exit and Log Off on the File menu to quit Outlook.

How to copy your personal folders file

  1. On the Start menu, point to Programs, and then click Windows Explorer.

  2. Browse through the files to the location of your .pst file.

  3. Copy your .pst file to the location that you want.

For more information about how to copy a file or folder, follow these steps:

  1. Click the Start button, and then click Help.

  2. Click the Search tab, and then type copy.

  3. In the Select Topic to display box, click Copy or move a file or folder.

How to point Outlook to your new personal folders file

Microsoft Outlook 2010

  1. Open Outlook 2010.

  2. Click the File tab on the Ribbon, and then click the Info tab on the menu.

  3. Click the Accounts Settings tab, and then click Account Settings again.

  4. On the Data Files tab, click Add.

  5. Under Save as type, select Outlook Data File (*.pst).

  6. Find the new location for your .pst file, and then click OK.

  7. Select the .pst file, and then click Set as Default.

  8. If this is your default e-mail delivery location, you will receive the following message:

You have changed the default deliver location for your e-mail. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time you start Outlook.

9. Click OK.

10. Click the .pst file that was identified in the 'How to Identify the Name and Location of Your Personal Folder File' section, and then click Remove to remove the local .pst file from your profile.

11. Click Yes, click Close, and then click OK to close all dialog boxes.

12. On the File menu, click Exit.

13. Restart Outlook.

Your profile now points to your .pst file in the new location. Outlook opens your new .pst file, and you can now delete the .pst file from its old location.

Microsoft Office Outlook 2007

  1. Open Outlook.

  2. On the Tools menu, click Options.

  3. On the Mail Setup tab, click the E-mail accounts button, even if you do not have an email account specified.

  4. On the Data Files tab, click Add.

  5. Click Office Outlook Personal Folders File (.pst), and then click OK.

  6. Find the new location for your .pst file, and then click OK two times.

  7. Click Set as Default.

  8. If this is your default e-mail delivery location, you will receive the following message:

You have changed the default deliver location for your e-mail. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time you start Outlook.

9. Click OK.

10. Click the .pst file that was identified in the 'How to identify the name and location of your personal folder file' section, and then click Remove to remove the local .pst file from your profile.

11. Click Yes, click Close, and then click OK to close all dialog boxes.

12. On the File menu, click Exit.

13. Restart Outlook.

If the .pst is your default delivery location, you will receive the following message:

The location that messages are delivered to has changed for this user profile. To complete this operation, you may need to copy the contents of the old Outlook folders to the new Outlook folders. For information about how to complete the change of your mail delivery location, see Microsoft Outlook Help. Some of the shortcuts on the Outlook Bar may no longer work. Do you want Outlook to recreate your shortcuts? All shortcuts you have created will be removed.

Click Yes to have Outlook update the Outlook Bar shortcuts so that they point to your new .pst file location, or click No to leave the shortcuts for your original local .pst file.

Your profile now points to your .pst file in the new location. Outlook opens your new .pst file, and you can now delete the .pst file from its old location.

File (.ost)

The .ost file is synchronized with the items on the server that runs Exchange. Because your data remains on the Exchange server, you can re-create this .ost file on your new computer without having to back up the .ost file.

Windows 7 and Windows Vista drive:UsersuserAppDataLocalMicrosoftOutlook

Windows XP drive:Documents and SettingsuserLocal SettingsApplication DataMicrosoftOutlook

Personal Address Book (.pab)

Windows 7 and Windows Vista drive:UsersuserAppDataLocalMicrosoftOutlook

Windows XP drive:Documents and SettingsuserLocal SettingsApplication DataMicrosoftOutlook

Note: Personal Address Books (.pab) are not supported in Outlook 2010. When you upgrade to Outlook 2010, you are prompted to import any .pab file into Contacts. If you choose not to import the .pab file when you first run Outlook 2010, you can import it later by using the Import command in the Microsoft Office Backstage view.

Offline Address Book (.oab)

The Offline Address Book (.oab) is used by Microsoft Exchange Server accounts. It contains information, such as names, e-mail address, titles, and office locations, from the Global Address List (GAL) on the server that runs Exchange.

You do not have to back up or restore this file. This is file is created and updated automatically.

Windows 7 and Windows Vista drive:UsersuserAppDataLocalMicrosoftOutlook

Windows XP drive:Documents and SettingsuserLocal SettingsApplication DataMicrosoftOutlook

Navigation Pane settings (.xml)

This file includes information about the contents of the Navigation Pane.

Windows 7 and Windows Vista drive:UsersuserAppDataRoamingOutlookprofile name.xml

Windows XP drive:Documents and SettingsuserApplication DataMicrosoftOutlookprofile name.xml

Registered Microsoft Exchange extensions (.dat)

Windows 7 and Windows Vista drive:UsersuserAppDataLocalMicrosoftOutlook

Windows XP drive:Documents and SettingsuserLocal SettingsApplication DataMicrosoftOutlook

Outlook Contacts Auto-Complete List

The Auto-Complete List is a feature that displays suggestions for names and e-mail addresses as you begin to type them. These suggestions are possible matches from a list of names and e-mail addresses from the e-mail messages that you have sent.

In Outlook 2007, the Auto-Complete List file (.nk2) is stored in the following locations:

Windows Vista drive:UsersuserAppDataRoamingMicrosoftOutlook

Windows XP drive:Documents and SettingsuserApplication DataMicrosoftOutlook

In Outlook 2010, the Auto-Complete List file (.nk2) is discontinued. The Auto-Complete List entries are now saved in your Microsoft Exchange Server mailbox or in the Outlook Data File (.pst) for your account.

Exchange Server accounts

If you are using an Exchange Server account, your Auto-Complete List is saved in your mailbox on the server that runs Exchange. This enables your Auto-Complete List to be used from any computer that you use Outlook with your Exchange account.

How can I tell if I have a Microsoft Exchange Server account?

Click the File tab. Click Account Settings, and then click Account Settings. On the E-mail tab, the list of accounts indicates the type of each account.

POP3 accounts

The Auto-Complete List is saved in the Outlook Data File (.pst). See the section Find and transfer Outlook data files from one computer to another for location information.

IMAP and Outlook.com accounts

The Auto-Complete List is saved in the Outlook Data File (.pst). The Outlook Data Files (.pst) for these account types differ from other Outlook Data Files (.pst) in Outlook. These files are used as copies of information on your mail server account and not intended to be moved or restored. A new Outlook Data File (.pst) is created when you configure an IMAP or an Outlook.com (formerly Hotmail) account in a different Outlook profile or on another computer. Your Auto-Complete List, therefore, is unique to the computer and profile where the account is set up and the entries do not appear in any other profile or computer that you use.

Rules (.rwz)

Files

Windows 7 and Windows Vista drive:UsersuserAppDataRoamingMicrosoftOutlook

Windows XP drive:Documents and SettingsuserApplication DataMicrosoftOutlook

Note: If you upgraded to Outlook 2010 from a version of Outlook earlier than Microsoft Outlook 2002, you might have an .rwz file on your computer's hard disk drive. The .rwz file is no longer needed, and the information about rules is now kept on the server running Microsoft Exchange, and in the Outlook Data File (.pst) for POP3 and IMAP e-mail accounts. You can delete the file.

If you use the Rules Import and Export feature, the default location for .rwz files is your Documents folder.

Print styles (Outlprnt with no extension)

Windows Vista drive:UsersuserAppDataRoamingMicrosoftOutlook

Windows XP drive:Documents and SettingsuserApplication DataMicrosoftOutlook

Signatures (.rtf, .txt, .htm)

Windows 7 and Windows Vista drive:UsersuserAppDataRoamingMicrosoftSignatures

Windows XP drive:Documents and SettingsuserApplication DataMicrosoftSignatures

Stationery (.htm)

Windows 7 and Windows Vista drive:Program FilesCommon FilesMicrosoft SharedStationery

Windows 7 and Windows Vista 64-bit with Outlook 2010 32-bit drive:Program Files (x86)Common FilesMicrosoft SharedStationery

Windows XP drive:Program FilesCommon FilesMicrosoft SharedStationery

Custom forms

Windows 7 and Windows Vista drive:UsersuserAppDataLocalMicrosoftForms

Windows XP drive:Documents and SettingsuserLocal SettingsApplication DataMicrosoftForms

Dictionary (.dic)

Windows 7 and Windows Vista drive:UsersuserAppDataRoamingMicrosoftUProof

Windows XP drive:Documents and SettingsuserApplication DataMicrosoftUProof

Templates (.oft)

Windows 7 and Windows Vista drive:UsersuserAppDataRoamingMicrosoftTemplates

Windows XP drive:Documents and SettingsuserApplication DataMicrosoftTemplates

Send/Receive settings (.srs)

Windows 7 and Windows Vista drive:UsersuserAppDataRoamingMicrosoftOutlook

Windows XP drive:Documents and SettingsuserApplication DataMicrosoftOutlook

Message (.msg, .htm, .rtf)

Windows 7 and Windows Vista drive:UsersuserDocuments

Windows XP drive:Documents and SettingsuserMy Documents

How to unhide folders and file name extensions

Some of the folders might be hidden folders, and Windows might have file name extensions (such as .pst, .ost, .pab) turned off. To show hidden folders and file name extensions, do the following:

  1. Open Control Panel.

    • In Windows 10, right-click the Start button, and then click Control Panel.

    • In Windows 8, press the Windows key + X, then click Control Panel.

    • In Windows 7, click Start > Control Panel.

  2. In the View by list, make sure either Large icons or Small icons is selected so that you can see all the icons in Control Panel.

  3. Click Folder Options.

  4. Click the View tab.

  5. In the Advanced settings box:

    1. Under Files and Folders, uncheck the Hide extensions for known file types box

    2. Under Hidden files and folders, click the Show hidden files, folders, and drives button.

    3. Click OK.

When an Outlook app is installed on your computer, you can use it to move email, contacts, and calendar items from one email account to another.

For example, let's say you have an Office 365 mailbox and a Gmail account. You can add both of them to Outlook. Then, you can use Outlook to export items from your Gmail account and import them to your Office 365 mailbox.

Export items by creating a .pst file. This Outlook Data File contains your messages and other Outlook items, and is saved on your computer. To learn how to import items after you export them, see Import email, contacts, and calendar from an Outlook .pst file.

Export email, contacts, and calendar items from Outlook to a .pst file

Choose from the following list of export instructions.

Office 365: Export from your Office 365 mailbox to a .pst file

Add your Office 365 email account to an Outlook app, such as Outlook or Office 365, Outlook 2016, or 2013. Then, you can use Outlook to move email, contacts, and calendar items into your Office 365 mailbox.

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  1. Add your 'source' email account to Outlook. For example, you might add your Gmail account to Outlook 2016. Wait a bit for all of your email and contacts to show up.

  2. Add your Office 365 email account to Outlook. After you do this, Outlook will automatically sync with Office 365. You'll see the contents of your Office 365 mailbox appear in Outlook.

  3. Choose from the export instructions to export your email from the source account to a .pst file.

    For example, if you have Outlook 2016, choose Outlook 2013 and Outlook 2016: Export Outlook items from a .pst file.

  4. For example, if you have Outlook 2010, choose Outlook 2010: Export Outlook items to a .pst file.

After your email data is exported to a .pst file, it's portable! You can import it to other email accounts. If you want to do this using Outlook, see Import email, contacts, and calendar from an Outlook .pst file.

Outlook without Office 365: Export Outlook items to a .pst file

  1. At the top of your Outlook ribbon, choose File.

    If your ribbon doesn't have a File option in the top left corner, see What version of Outlook do I have? to determine your version of Outlook and find the appropriate export instructions.

  2. Choose Open & Export > Import/Export.

  3. Choose Export to a file.

  4. Click Outlook Data File (.pst)> Next.

  5. Select the name of the email account to export, as shown in the picture below. Only information for one account can be exported at a time.

    Make sure that the Include subfolders check box is selected. This ensures that everything in the account will be exported: Calendar, Contacts, and Inbox. Choose Next.

  6. Click Browse to select where to save the Outlook Data File (.pst). Enter a file name, and choose OK to continue.

    Note: If you’ve used export before, the previous folder location and file name appear. Type a different file name before choosing OK.

  7. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.

  8. Choose Finish.

  9. Outlook begins the export immediately unless a new Outlook Data File (.pst) is created or a password-protected file is used.

    • If you’re creating an Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and choose OK. In the Outlook Data File Password dialog box, enter the password, and choose OK.

    • If you’re exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, then choose OK.

Now that your Outlook data is in a .pst file, it's portable. You can save the .pst file to OneDrive, then download it to your new computer. You can also save to a portable drive, then import your email, contacts, and calendar to Outlook.

Outlook 2010: Export Outlook items to a .pst file

  1. At the top of your Outlook ribbon, choose the File tab.

    If your ribbon doesn't have a File option in the top left corner, see What version of Outlook do I have? to determine your version of Outlook and to get to the right export instructions.

  2. Choose Options.

  3. In the Outlook Options box, choose Advanced.

  4. Under the Export section, choose Export.

  5. Choose Export to a file, then Next.

  6. Choose Outlook Data File (.pst), then Next.

  7. Select the name of the email account to export, as shown in the picture below. Only information for one account can be exported at a time.

    Make sure that the Include subfolders check box is selected. This ensures that everything will be exported: Calendar, Contacts, and Inbox. Choose Next.

  8. Choose Browse to select where you want to save the Outlook Data File (.pst) and to enter a file name. Select OK to continue.

    Note: If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.

  9. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.

  10. Choose Finish.

  11. The export begins immediately unless a new Outlook Data File (.pst) is created, or if the export is to an existing file that is password protected.

    • If you are creating a new Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and then choose OK. In the Outlook Data File Password dialog box, enter the password, then choose OK.

    • If you are exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then choose OK.

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Now that your Outlook data is in a .pst file, it's portable. Save the .pst file to OneDrive, then download it to your new computer. Save it to a portable drive to carry anywhere, then import your email, contacts, and calendar to Outlook.

Outlook 2007: Export Outlook items to a .pst file

  1. In Outlook 2007, at the top of your ribbon, choose File.

    If your ribbon doesn't have a File option in the top left corner, see What version of Outlook do I have? to determine your version of Outlook and to get to the right export instructions.

  2. Choose Import and Export.

  3. Select Export to a file, then choose Next.

  4. Click Personal File Folder (.pst)> Next.

  5. Select the name of the email account to export, as shown in the picture below. Only information for one account can be exported at a time.

    Make sure that the Include subfolders check box is selected. This ensures that everything in the account will be exported: Calendar, Contacts, and Inbox. Choose Next.

  6. Choose Browse to select where you want to save the Outlook Data File (.pst) and to enter a file name. Select OK to continue.

    Note: If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.

  7. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.

  8. Click Finish.

  9. The export begins immediately, unless you're creating a new Outlook Data File (.pst) or exporting to an existing .pst file that is password protected. In those cases you'll get this dialog box:

    Choose OK if you don't want to password protect your file. Otherwise:

    • If you want to password protect your .pst file, enter the password in the Password and Verify Password boxes, and choose OK. In the Outlook Data File Password dialog box, enter the password, and choose OK.

    • If you are exporting to an existing Personal File Folder (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then choose OK.

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Now that your Outlook data is in a .pst file, it's portable. Save the .pst file to OneDrive, then download it to your new computer. Save it to a portable drive to carry anywhere, and then import your email, contacts, and calendar to Outlook.

Backup Outlook Files Windows 7 Are Opening

What data is exported?

  • When Outlook exports email, contacts, and calendar info to a .pst, it makes a copy of the information. Nothing leaves Outlook. You'll still see and have access to your email, contacts, and calendar in Outlook.

  • When Outlook exports emails, it includes any attachments to the emails.

  • Outlook does not export meta-data such as folder properties (views, permissions, and AutoArchive settings), message rules, and blocked senders lists.

Important: If you're using Cached Exchange Mode, Outlook will only export the items in your current cache. By default, your cache contains items from the past 12 months. To export more than the past 12 months of data, turn off Cached Exchange Mode first. For more information, see Turn Cached Exchange Mode on or off.

When should I export (backup)/import a .pst file?

  • You want to move email from one email account to another email account:

    For example, let's say you have an old Yahoo email account, jakobsol77@yahoo.com, and you want to move your email to a new Office 365 email account, jakobsol78@contoso.com.

    Using Outlook on your desktop, add both accounts to Outlook. Wait for all of your email to appear (if you have a lot, this can be a long time). Then, use Outlook to export the email from your Yahoo account to a .pst file. Finally, import the .pst file to your Office 365 account.

  • You're moving from PC to PC: You're moving your email from one computer with Outlook on it to another computer with Outlook on it. For example, let's say your old computer has Outlook 2007 and you just got a new computer with Outlook 2016. Export your email data from Outlook 2007 (described in this article) and import it to Outlook 2016.

  • You're moving from PC to Mac: Transfer email from Outlook on a PC by importing to Outlook 2016 on a Mac.

  • You want periodic backups: You can periodically backup all of your email, contacts, and calendar to a safe place. After you create the .pst file, copy it to a safe location: a USB flash drive, another hard drive, or cloud storage such as OneDrive or Dropbox.

    There's no automated way to periodically backup everything (old and new). Auto-archive only backs up old items, and it moves them rather than making a copy.

  • If you only want to backup your contacts, see Export contacts from Outlook to copy your contacts to a .csv file.

See Also