OL98: (IMO) How to Back Up Outlook Data
The information in this article applies to:
NOTE: These procedures only apply if you have installed Outlook
with the Internet Mail Only option. To determine your installation
type, on the Help menu click About Microsoft Outlook. In About Microsoft
Outlook you should see "Internet Mail Only" if you have
the Internet Mail Only option installed.
Summary
This article describes how to back
up data created in Microsoft Outlook 98 including e-mail messages,
contacts, appointments, tasks, notes, and journal entries.
This article covers the following topics:
- Making a Backup Copy of a Personal
Folder File
- Exporting Personal Folder Data
- Importing Personal Folder Data
- Backing Up Outlook Settings
Files
More Information
Making a Backup Copy of a Personal Folder File (.PST file)
Outlook stores its data in a personal folder (PST)
file that is created at the time you set up your mail account. The
default display name for the these files as you view them in the
Outlook Folder List is Personal Folders. If you are using the default
name, the Folder List entry will read, "Outlook Today - [Personal
Folder]." You can customize these display names.
To back up the entire Personal Folder file, follow these steps:
- Open Outlook. To locate the
PST file where Outlook items are stored, right-click Outlook Today
in the Folder List and on the shortcut menu Click Properties for
"<folder name>" where folder name is the display
name of the current PST, and then click Advanced.
- In Path, note the location of
the PST file. In Windows, the default path for this file is:
C:\Windows\Application Data\Microsoft\Outlook\outlook.pst
The path you see in this box may be different on your computer.
The PST can be stored anywhere on your hard drive. If you have defined
other PST files for storage of Outlook items and want to back them
up, use the same procedure to locate the path to each PST.
- On the File menu, click Exit
to quit Outlook.
- Make a copy of the file you
noted in step 2. For more information about how to perform this
task in Windows, see your Windows printed documentation or online
Help. If you are using a backup program, consult its documentation
for the method you should use to include the PST file in your
backup set.
The Personal Folders Advanced Properties dialog
box in step 2 allows you to perform other operations on the PST
file. For example, you can customize the label of the PST by editing
the Name. you can also reduce the size of a Personal Folder file
by clicking Compact Now.
Exporting Personal Folder Data
To export an individual Outlook folder such as
Contacts or Calendar, follow these steps:
- On the File menu, Click Import
and Export.
- Click Export To File, and then
click Next.
- In "Create a file of type"
click "Personal Folder File(.pst)", and click Next.
- In "Select the folder to
export from", click the folder you want to export. Click
to select Include Subfolders if it applies, and then click Next.
- In "Save exported file
as" click Browse to select the location of the PST to receive
the data you are exporting, or type the path and file name, and
then click Next.
- Click Finish.
Importing Personal Folder Data
To import a personal folder file into Outlook,
follow these steps:
- On the File menu, Click Import
And Export.
- Click "Import from another
program or file", and then click Next.
- In File To Import, click Browse
to locate the PST file you want to import and then click Next.
If you know the path, type it in the box.
- In "Select the folder to
import from", click the folder containing the data you want
to import. If the folder contains subfolders, and you want to
include this data in the import process, click to select Include
Subfolders. If the destination for importing is the currently
selected folder, click "Import items into the current folder";
otherwise, click Import items into the same folder in"; this
will create matching items in the destination folder you select.
- Click Finish.
Backing Up Outlook Settings Files
If you have customized
settings which you want to replicate on another computer using Outlook,
you may wish to include the following files in your back as well
as the Personal Folders file:
- Outcmd.dat - This file stores
toolbar and menu settings.
- <Profile Name>.fav - This
is your Favorites file that includes the settings for the Outlook
bar.
- <Profile Name>.htm - This
file stores the HTML autosignature.
- <Profile Name>.rtf - This
file stores the Rich Text Format Autosignature.
- <Profile Name>.txt - This
file stores the Plain Text format Autosignature.
NOTE: If you use Word as your e-mail editor, signatures
are stored in the Normal.dot as Autotext entries. This file should
be backed up as well.
Custom views are integrated to the folders on which
they were created. If you export items from one Personal Folder
to another, the views are not maintained.
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