Most users they do not think what could happen if they lose the data they have stored in their Outlook email account, more when they use it to perform activities related to their business, studies or safeguarding important documents.
Backing up to Outlook is not complicatedHowever, most of the time it is put off over and over again. But you have to take it seriously, since a computer attack, forgetting the password without having a backup email or an unexpected closure of the account can lead to a completely blank.
Now several questions remain: What kind of data can be backed up? What is the proper way to back up? What are the best tools to save the information stored in Outlook? In this course that begins we are going to answer all your questions on the subject.
What kind of data can be restored from a backup in Outlook?
Much of the data that is stored in email can be backed up In a backup, however, items such as the blocked sender lists, file settings, permissions, folder properties, and message rules must be created anew. Among the data that you can restore, e-mails, contacts, calendars, documents and attachments are counted, it is all a matter of carrying out the process properly.
Learn how to backup your Outlook account
Taking a backup has its advantages. Among other things because you have all the files on hand and can easily access them and at any time. It is important to note that, To perform this process, you need to use the desktop version of Outlook or an equivalent cloud hosting service.
Having clarified the point, we are going to explain the steps you must take to have a backup copy of your files:
From a POP3 server
If you have configured your email account with a POP3 type server, the emails are downloaded automatically on your computer.
For this you must add the following data:
- Login to “Setting” and then continue to “See all Outlook configuration options.”
- Now go to “Email” followed by “Synchronize mail”.
- In “POP” Mark “Yes” where are the permissions for this function to be used.
- Choose “Keep”.
Then you must enter these data to configure the server:
- Open Outlook and click “Archive”.
- In “Account settings”, press “Add account”.
- Mark “Configure manually” and press “Following”.
- In the tab “Choose service”, Choose “Internet email” and brand “Following”.
A window opens, in it select “Internet email” and then you are going to place:
- Server name: outlook.office365.com.
- Port: 995.
- Encryption: TLS.
- Once you’re done, tap “Accept and finish”.
From an IMAP server
If mail is configured as IMAP in Outlook you can also make a backup copy of the files on your computer.
The steps to do so are as follows:
- Open Outlook account and go to “Beginning”.
- After “New Items”, “More Items” and “Outlook Data Files”.
- In the tab emergent, it shows to you the place where the emails will be stored. You can leave the same name or change it.
- Once complete the previous step, a new one will appear folder created.
- At archive, you must click with the right mouse button, select new folder and name it.
- With this, the folder will be ready to receive downloads.
- To test that everything works in order, you go to your Outlook inbox and right-click.
- Among the options, press “Move” and select the new folder created.
- When starting the action, the email you have selected will be downloaded to your computer.
- The same process you can do with all the others, taking into account that each one you download will no longer have a copy on the server.
From a PST file
This is one of the more traditional ways Outlook users use to back up of your emails.
Here are the steps to follow:
- Within your account, select “Archive” followed by “Open and export”.
- Enter the section “Import and export”.
- Mark “Export a file.”
- In the new window, select “Outlook Data File (.pst)” and then “Following”.
- A list of all available folders appears, select and mark “Following”.
- It is time to choose a location, once you have made a mark “Finalize”.
- Now the information download process begins, which depending on the number of files, will last the corresponding time.
From Exchange
In this case there is no way to move items for backup as in other Outlook services. What can be done is to enable an archive mailbox and then move or copy the files.
To do this, take these steps into account:
-
Log in in
compliance.microsoft.com. - In the left menu, click on “Information control” and then in “Archive”.
- In the window that opens, there is a column called “Archive mailbox.”
- On the list, select which of the mailboxes you want to activate the file to.
- Where details are displayed, select the function “Enable”.
- A warning will appear on the screen, after which you must click on “Yes”.
- At some point in the process you will need to update, which you should do without any problem.
Import contacts from Android and iOS
There are two ways to pass the contacts from mobile phone to Outlook account. Here we are going to explain how to do it using a file “CSV”.
See what you should do:
- Enter saved contacts in the phone book.
- Tap on the three vertical points located in the upper right.
- In the small menu, tap on “Settings”.
- Now open “Import and export”.
- Select account to which you are going to send the contacts.
- Press “Export VCF file”, give it a name and click on “Keep”.
- Search in the download folder the vcf file.
- Mark on “Share” and select the account to which you are going to send the contacts.
Import data from another Outlook account
To move files from one account to another, It is necessary first of all to follow the steps that we indicate above in the section from a “PST” file.
Once you have that, do the following:
- TOl log in to Outlook, check the tab “Archive”.
- Choose “To open” and look for the option “To import”.
- Opens “Import or export.”
- Mark “Import from another file or program” and click “Following”.
- Find the file by clicking “Examine” and once you select it, click on “Following”.
- It is advisable to mark in “Options” do not import duplicate files.
- Or on the other hand tell the system to replace existing files with new files.
- Select the folders you want to import and mark in “Finalize”.
- Thus, you will have the respective files included in the new account you have created in Outlook.
The best tools to backup and back up your Outlook information
Apart from make the backup directly from email, there are tools that help to perform this backup.
We have selected five of the most used and we leave them in the following list:
HandyBackup.net
It is very easy to use and just a few clicks keep your email data safe, using the same interface when restoring the saved information. Once you do the backup, you can make use of the files whenever you need them. On the other hand, Handy offers a free 30-day trial in which you can use most of the software’s features. If the proper programming is executed, the procedure is automated, adding additional functions.
Mailstore.com
This tool also allows you to make a backup copy of all messages, with the possibility of do it in a removable memory or on the computer. It is compatible with various servers, including of course Outlook, being able to make backup even if the files are in different accounts.
Although the application supports the emails, it does not do so with settings or contacts. One aspect that has loved those who use it is the speed with which a message can be restored in a few minutes. Finally, we highlight that it has a very good internal search engine.
KLS-Soft.com
This easy-to-use program allows you to make backup copies of your files and then restore them again when necessary. It works with different servers, including Outlook, Windows Live and the rest of Microsoft domains.
KLS is completely free and allows you to save the files on a computer, on a USB memory or on the network, compressing the files and giving flexible options for restoration. Finally, we indicate that it also makes backup copies of the information stored in web browsers.
Sharpspring.com
This solution allows you to create and restore backups of Outlook, as well as other Windows items. It is not limited to PST files only, but it reaches the messages in my documents and the temporary messages of the web browser. In addition, it gives the opportunity to schedule the operation of the backups, performing an automatic or manual configuration as the case may be. The user interface makes it easy for even the newest to work.
SafePSTBackup.com
Safe PST creates an archive of the emails, contacts, calendars and other folders that you have within Outlook, They can be used without any inconvenience in compatible applications. One of the advantages is that backups can be made even with the account open and working on it. On the other hand, it is possible to create a password to protect saved files, being compatible with the different versions of Windows.
A free download can be done taking into account the limitations and characteristics of the equipment being used. With all these tools, Safeguarding your documents will no longer be a problem if your Outlook account suffers a last-minute mishap. You will always have them available, either on your computer, in a removable memory or on a server in the cloud, guaranteeing your security and privacy.