Next to Gmail, Outlook is among the most popular email services in the world, getting more than one billion users to have their personal, study or work accounts on the servers of Microsoft.
And although mail servers guarantee stability and security, having a backup of the information is always important, Especially if there are documents there that we would like to keep in case we do not have access to our account, that we lose it for some reason or that we want to store it in a new email that we are going to create.
Maybe at some point we need to make a backup of the files stored in the Outlook account, therefore it saves the information that we have in this guide. You will learn how to backup step by step and how to pass the data to accounts created in other services.
Learn how to back up your Outlook account
It is important to clarify that to carry out this process it is necessary to have the Outlook application installed on the computer, from where a file is created “.Pst” which is the one that contains both the messages and other elements of the account.
Let’s see below the steps to follow:
Export from Microsoft 365 mailbox
If we want to export from the Microsoft 365 application suite, either on a personal or professional level, we must do the following:
- First, we added an email from Microsoft 365 to Outlook application.
- To do this, go to “File” and “Add account”.
- Enter your email address and password, and then click “Connect” or in “Next” according to the case.
- If you are asked to retype the password, do so and check “To accept” and then “Finalize”.
- Wait for them to sync so you can see all the content you have in your Outlook account.
- Now in the start menu, choose “Export Outlook files to a pst file.”
- Save the data to the computer and then you can use them the way you need.
Export if using Microsoft 365
A second export option in Outlook is do it directly in the mail.
In this case, it must also be done from the application, taking into account the following points:
- Inside the Outlook application, select the section “Records” located in the top menu.
- Sign in to option “Open and export”.
- When the menu is displayed, select “Import or export.”
- A pop-up window opens, from it you must select “Export to a file” and mark at the bottom “Next”.
- In the tab that follows, check “Outlook data file .pst” and “Next”.
- Mark the name of the account to export and in the options, you must have selected “Include subfolders.”
- Please select “Examine” to indicate where the file will be saved. Give it a name and brand “To accept” to continue with the process.
- If you are going to overwrite an existing file, you must tell the system what you are going to do with the elements already saved.
- Now click on “Finalize”.
- At this time file export starts running, which will last long or short depending on the weight of the information.
Using Outlook 2007 and 2010
We explain what should you do if you have the 2010 version of the application installed, which was the first one that came out for 64 bits and that offers the possibility to ignore the conversations and keep the tray clean or the 2007, which had some special features that were eliminated in the next one.
The steps to export the content of your Outlook account are these:
- Choose “File” in the top menu.
- Clicking opens a window in which you must select “Options”.
- Once it loads, head over to “Advanced”.
- Locate yourself in “To export” and choose the function again “To export”.
- Mark “Export a file” and “Next”.
- Choose “Outlook Data File (.pst)” and click “Next”.
- Indicate which account you want to export and includes any subfolders you have.
- On examine, you must indicate where you want the file to be saved, give it a name and press “To accept”.
- When you do the above, check “Finalize“ and the export process will begin.
Find out how to export your settings from your Outlook account to another
In this section We are going to explain how you can manually have the content of your Outlook account, either in one that you have just created or in others that you have in different services, as is the case of Gmail or Yahoo!
To upload your content, you need to perform the steps explained above and have the “.pst” file available:
To another Outlook account
To have the content in the new account Outlook, you must use the application.
Once you log in and are inside it, follow this path:
- In the top menu, select “File”.
- A window opens, step on “Open and export” followed by “Import or export.”
- A window with several options is displayed on the screen, press the one that indicates “Import from another program or file” and click on “Next”.
- You are going to select “Outlook Data File (.pst)“ and again you click “Next”.
- Search your computer for the file “.Pst” what are you going to import by checking in “Examine” and below are several options of what you want to do with the new elements. After you check one, select “Next”.
- If the file has a key you must place it before continuing.
- It is also possible choose whether you are importing from Microsoft 365.
- After configuring those details, select “Finalize”.
- The import begins and will be finished when the progress bar is no longer displayed.
To a Gmail account
In the event that your main email is from Gmail and you want to view everything from the same place by exporting the content, the way to do it is not complicated and basically we will do everything in the Google account as follows:
- Login to your Gmail account.
- Enter to “Setting” and then to “Accounts and import”.
- Get to the section “Import mail and contact.”
- There is a space in which it must write the account from which you want to import the content.
- Asks us to Let’s log into the Outlook account.
- Once it syncs, the next step is to indicate what things we want to bring to Gmail, if the emails and the contacts or just one of them.
- There begins the import process, which it will last as long as necessary according to the amount of informationn that you need to transfer.
To a Yahoo account
Finally, we will see how to do the procedure from Outlook to Yahoo, exporting the contacts, since it is not possible to transfer all the saved contents.
To do this, do the following:
- On the account of Yahoo! click on the icon “Contacts”.
- Now click on “More options” followed by “To import”.
- There You must write the company from which you want to bring the contacts, in this case of Outlook.
- You should log in to the account and grant the respective permissionss to start the import.
- After that, you will have the rest of the contacts at hand.
These procedures, apart from helping you have a backup of your documents and contacts, you are allowed organize your diaries and files.