Backing Up Email

Follow These Steps to Backup Microsoft Outlook and Outlook Express

Losing email addresses are one of the most deviating losses in the event of a computer crash. While having a printout of your email addresses and contacts is nice, periodic backups is even better.

Microsoft Outlook has a backup feature built into it (making it very easy to backup and restore your email). Outlook Express does not (but there are other options for backing your email in Outlook Express).

If you use a web based email program, then you don't need to worry about backing up your email - because it's done at the server. Common examples of web-based programs include:

• Yahoo
• Gmail
• AOL, Juno, MSN, Earthlink, etc.

However, keep in mind that despite using AOL, Juno, MSN, Earthlink etc. that will still need to backup your email if you're using Outlook Express. Otherwise, if you're checking your email on the server (or on a web page), then you shouldn't have to. If you're not sure, check with your ISP.

Backing Up Outlook Express

Outlook Express does not. But there is a good software program you buy to backup your Outlook Express email (and if you care about losing your email, contacts, I do recommend the program).

Alternatively, you could backup Outlook Express manually using the instructions provided by Microsoft. However, be forewarned, these instructions are bit involved and require several steps (unlike the backup program mentioned above).

Backing Up Microsoft Outlook

Microsoft Outlook usually comes with Microsoft Office (although that is changing with the 2007 versions of the software). Since it's a program you have to buy, it's comes with a lot more features than Outlook Express - and a built-in backup feature is one of them.

Backup Tip - Before backing up Microsoft Outlook, delete the old backup file. This makes things a lot cleaner in case you need to restore the backup.

How often should you backup? That depends.

Backup any time you make significant changes to your email (add contacts, clean out boxes, etc.). And my #1 rule for backing up anything is to do backups when you can't afford to lose data!

To backup Microsoft Outlook, follow the steps below.

1. Open Microsoft Outlook

2. On the menu, select FILE and then IMPORT AND EXPORT

3. Select EXPORT TO A FILE and then click NEXT

4. Highlight PERSONAL FILE FOLDER (.pst) and then click NEXT

5. Scroll up if you have to and highlight PERSONAL FOLDERS

6. Then make sure the put a checkmark in the box below marked INCLUDE SUBFOLDERS, and click next.

7. The next window lets you tell the computer where to backup the file to. By default, the backup will be displayed in Microsoft Office folder. I always change this to MY DOCUMENTS. That way when I back up the MY DOCUMENTS folder, my email is backed up too.

To change the backup location, click the BROWSE button and scroll to find the MY DOCUMENTS folder. One there, click FINISH to begin the backup process.

8. The next windows gives you the option of compressing the file (which I never do), and setting up a password (which again, I never do). I've circled my recommendations in red.

9. When the backup is complete, you should see an image like this in your MY DOCUMENTS folder (assuming you've stored it there).

To Restore Microsoft Outlook

If you ever need to restore the backup file in Microsoft Outlook, follow these steps.

1. Open Microsoft Outlook

2. On the menu, select FILE and then IMPORT AND EXPORT

3. Highlight IMPORT FROM ANOTHER PROGRAM OR FILE and then click NEXT

4. Highlight PERSONAL FOLDER FILE (.pst) and then click NEXT

5. Use the BROWSE button to find the backup file (which may be in your MY DOCUMENTS folder if you changed the default location as suggested earlier).

Highlight the file after you've found it and click OPEN to load it into the path.

6. Make sure PERSONAL FOLDERS is highlighted and that the box that reads INCLUDE SUBFOLDERS is checked.

Also verify that IMPORT ITEMS TO THE SAME FOLDER is checked as shown below. Click

FINISH when ready to restore.