How do I Back Up Outlook? Solved

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  1.    1 Week Ago #1

    How do I Back Up Outlook?


    I am using Office 365 and its included Outlook 365 for emails.

    I would like to back emails up to a USB drive. How do I do that?

    Thanks, cb
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  2.    1 Week Ago #2

    abredt said: View Post
    I am using Office 365 and its included Outlook 365 for emails.

    I would like to back emails up to a USB drive. How do I do that?

    Thanks, cb
    Outlook Ribbon►File►Open & Export►Import/Export►Export to a file-Next►Outlook Data File (.pst)-Next►choose folders-Next►choose destination and duplicates or not-Finish

    Use this step with Import when you want to merge them back.

    Export Outlook 2016 Email, Contacts, and Calendar to PST file | Tutorials

    (Hey @Brink , I actually looked up the tutorial this time!!!)
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  3. Brink's Avatar
    Posts : 35,288
    64-bit Windows 10 Pro build 18317
       1 Week Ago #3

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  4.    1 Week Ago #4

    Using the instructions in the link, I tried a test by sending myself an email from another email address.
    I exported it to a folder on my desktop. I deleted it from the Outlook folder

    When I tried to import it, and clicked on the file, I got a message:
    "The Outlook data file (.pst) is already in use in the current profile."

    I tried several times. What should I do? cb
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  5. bro67's Avatar
    Posts : 5,559
    Mac OS High Sierra 10.14.3 Beta (18D21c)
       1 Week Ago #5

    abredt said: View Post
    Using the instructions in the link, I tried a test by sending myself an email from another email address.
    I exported it to a folder on my desktop. I deleted it from the Outlook folder

    When I tried to import it, and clicked on the file, I got a message:
    "The Outlook data file (.pst) is already in use in the current profile."

    I tried several times. What should I do? cb
    How did you delete the .pst and import it?
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  6.    1 Week Ago #6

    I sent an email to my Outlook Inbox, moved it into another Outlook folder, exported it to a folder on my desktop.
    I deleted it from the Outlook folder (which moved it into the Trash folder.)
    I created another Outlook folder .
    I followed the How to Import instructions that were in the How to Export link:

    Import Outlook Email, Contacts, and Calendar from PST file

    to import them from the folder on the desktop into the new Outlook folder.
    At Step 6, I got to the folder on the desktop, clicked Replace duplicates in Step C... selected the .pst file and clicked Next.
    I got the message "The Outlook data file (.pst) is already in use in the current profile."

    I tried the same thing selecting the other Step C choices and got the same result

    I am completely confused.
    cb
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  7.    1 Week Ago #7

    CB, have you considered the fact that your PST file associated with that Outlook profile MUST BE continuously kept open when Outlook is running? That's fundamental to Outlook's design.

    To switch PST files, you need to set up Outlook with multiple user profiles. That will force you to choose the profile you wish WHEN you open Outlook. (Hassle!)

    The easiest way to back up the PST file to your USB drive is simply to exit Outlook, then copy the PST file to the drive. That way, you don't need to mess around with alternate profiles, etc.
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  8. Sheltieuk's Avatar
    Posts : 59
    Windows 10 Pro build 1809 17763.134
       1 Week Ago #8

    I've used this for several years to back up my Email, it's free for personal Home use:- Mailstore Home
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  9.    6 Days Ago #9

    gpstoloff
    You said: "The easiest way to back up the PST file to your USB drive is simply to exit Outlook, then copy the PST file to the drive. That way, you don't need to mess around with alternate profiles, etc."

    If I exit Outlook, how do I find the .pst files?

    I see that I can drag and drop emails onto a USB drive and open them from there.
    would I be able to put them into Outlook on another computer?
    cb
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  10. Posts : 1,134
    Windows 10 Home x64 and Pro x86
       6 Days Ago #10

    You need to take action to close any pst file you use when you have finished with it [this might well be the cause of the "step 6" problem you wrote about earlier].



    If I exit Outlook, how do I find the .pst files?
    For many Outlook versions, the default location is %UserProfile%\AppData\Local\Microsoft\Outlook

    Since you might have changed the location at some stage, you can check its actual location -
    1 look in the left hand pane [nav pane],
    2 select the highest level folder [right at the top of the pane and with a minus/plus sign next to it to indicate that you can show/hide its component folders - it is normally called OutlookFolders],
    3 right-click & select Properties, Advanced,
    4 Its path & filename are shown in the Filename box.
    5 Repeat this for every highest level folder [left-aligned ones with minus/plus signs next to them] to make sure you know the names and locations of all your pst files.

    Copying that pst file is the best Outlook backup you can have.

    Don't try to copy the pst file while Outlook is running. This would not work and, so I was once told but have never seen proof of, such a copying attempt could cause damage to the pst file's internal structure.



    I see that I can drag and drop emails onto a USB drive and open them from there. would I be able to put them into Outlook on another computer?
    You can double-click them to open them in Outlook on any other computer that has Outlook 2007 or later installed.
    You cannot put a .msg file [which is what you created by dragging & dropping] back into an Outlook folder but you could do so if you copied pst files instead of .msg files. I ought to mention ost files as well in case you have your email accounts set up as IMAP / EAS {Exchange] accounts but if that is the case then you would see the fact at my step 4 above.

    I sometimes need to create an extra pst file [I always call it Transfer.pst] so I can copy emails / contacts / calendar items into the Outlook of another computer. Some of your comments make me think this might be useful for you but I do not want to complicate things until you are happy with making your Outlook pst file backup.

    Denis
    Last edited by Try3; 6 Days Ago at 02:49.
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