Why simple copy of PST file is not enough to backup my Outlook?

Microsoft Outlook is one of the most famous e-mail clients’ in use today. It has sprung into popularity, after its induction into the market, at the start of this millennium. It continues to gain more popularity, with every new release, the latest being Microsoft Outlook 2007. The reason for Outlook’s popularity lies in the very fact that it provides such a diverse set of features, absent in other e-mail clients.

The features provided by Outlook range from basic ones like multiple profiles and multiple e-mail accounts, to advanced ones like Signatures, Templates, stationery, and many more. The more the features, the more the amount of data that has to be saved. Hence, Outlook requires more than just a single file to run the show. The pst file that you see in your PC forms a small part of the long list of files that Outlook uses to save data.

What does a pst file contain?

pst, or personal storage folder, carries details regarding all your e-mails contained in the various folders (i.e. inbox, outbox, deleted items, sent items etc.). It also contains data about your contacts and calendar. It does not however contain details regarding the various Signatures, Templates and stationery in use. Hence, merely saving a copy of the pst file, does not backup all your Outlook data. On restoring Outlook, you might get back your e-mails, but not your additional settings (i.e. Signatures, Templates, Stationery etc.).

What’s the solution?

To get a complete backup, all the folders and files linked to your Outlook need to be recovered. This is made possible by the use of  Outlook Backup & Migrate software. It lets you take a complete backup of folders like Inbox, Sentbox etc.  including your Signatures, Templates, Stationery, RSS Feeds, Outlook today settings, etc., and in addition, it also lets you migrate Outlook data from old PC to new PC with ease. Try it now!

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This Outlook Backup & Migrate software has an internal scheduling option that lets you take backup on regular intervals, to ensure that you always have the latest backup available in the event of data loss. It lets you select the desired Outlook items, whose backup needs to be taken. The software lets you compress or even split your backup data, depending on the space constraint. The multiple profiles feature, lets you manage your backup in an organized manner.

You can use the steps given in the subsequent pages to take complete backup, of your Outlook data.

Taking Backup using Outlook Backup & Migrate Utility

Outlook Backup Tool provides two ways of taking backup of all your Outlook data. You can take backup of the data, using the Backup, or the Smart Backup option.

The Smart Backup option lets you take backup of your Outlook data, without you having to specify the destination drive, for saving the data. It has an inbuilt destination path specified, onto which it saves the data.

The Backup option lets you customize your backup process. It lets you choose the destination drive, onto which you wish to save the data.

Using Smart Backup

Outlook Backup & Migrate software provides a one click Smart Backup option, to create a backup of your entire Outlook data, at the click of a button. Backup includes, all profiles, e-mail account settings, personal storage files, contacts, journals, rules and alerts, signatures, templates and almost all other important Outlook items.

“Smart Steps”

Step 1: Once Outlook Backup & Migrate software is installed, launch the software either by double clicking the desktop icon, or selecting the icon from the Programs list in the Start menu.

When you run the  software, the main window is displayed, as shown in Figure a. Click on the Smart Backup button.

Outlook Backup & Migrate Main Window

Figure a: Main Window

Step 2: Once you click the Smart Backup button, the software displays the estimated backup file size, and the path of the destination drive, into which it is saving the data, as shown in Figure b. Verify the required size and backup file path, and click on the OK button, to proceed to the next step.

Smart Backup Progress Window

Figure b: Progress Notification

Note: Ensure that there is enough free space in destination drive, to store the backup files, before initiating Smart Backup process. The default path where your Smart Backup file is stored is, C:\Users\\Documents\Smart E-mail Backup.

Step 3: Once the Smart Backup process is complete, a confirmation message is displayed. On clicking the OK button, a Backup summary is displayed as shown in Figure c.

Smart Backup summary Window

Figure c: Backup Summary

Note: The default path i.e. C:\Users\\Documents\Smart E-mail Backup, can be changed using the Settings option in the Main window.

Using Backup

The Backup option lets you customize your Outlook Backup, and hence involves more manual intervention, than Smart Backup.

Step by Step Backup

Step 1: Once Outlook Backup & Migrate software is installed, launch the software either by double clicking the desktop icon, or selecting the icon from the Programs list in the Start menu.

When you run the Outlook Backup & Migrate software, the main window is displayed, as shown in Figure d. Click on the Backup button.

Backup Main Window

Figure d: Main Window

Step 2: Once you click the Backup button, the software opens the Create/Manage Profile window, as shown in Figure e. You can either select a previously existing profile, by selecting the Use an existing backup profile option, or, select the Create a new backup profile option to create a new profile for saving the backup data. After selecting the profile, click on the Next button

Note: By default, the value in the Create a new backup profile field is given as SEB_Profile1. This value can be edited at your convenience.

Manage Profile Window

Figure e: Create/Manage Profile window

Step 3: Clicking the Next button takes you to the Select Outlook items window. Here, you can select the items, whose backup has to be taken, by clicking on the checkbox, as shown in Figure f. After selecting the items, click on the Next button to proceed to the next step.

Select Outlook items to backup Window

Figure f: Select Outlook items

Step 4: The next window that pops up is the Backup settings window as shown in Figure g. You can select from the various options provided on this window.

Destination location - It lets you specify the complete path of the local drive, onto which, the data is to be saved. It also gives you an option to take backup of the data onto a CD/DVD.

Compression - The software lets you take backup of the data in a compressed form. It also lets you choose the compression ratio ranging from low to high.

Security - You can make your backup files more secure, by assigning it a password.

Splitting options - This option lets you split your backup file into smaller segments.

After you fill all the data on this window, click on the Next button, to proceed to the next step.

Outlook backup settings Window

Figure g: Backup settings

Step 5: Clicking the Next button, takes you to the Backup scheduler window as shown in Figure h. This window lets you schedule backup on a daily, weekly, or monthly basis. It lets you specify the Start time, Start date and End date.

It also provides space, for entering your windows login account information, to schedule the backup task. After filling all the details on this window, click on the Next button, to proceed to the next step.

Schedule Outlook backup Window

Figure h: Schedule backup

Step 6: On clicking the Next button, the software displays the estimated backup file size, and the path of the destination drive, into which it is saving the data, as shown in Figure i. Verify the required size and backup file path, and click on the OK button, to proceed to the next step.

Outlook backup progress Window

Figure i: Progress Notification

Step 7: Once the Backup process is complete, a confirmation message is displayed. On clicking the OK button, a Backup summary is displayed, as shown in Figure j.

Outlook backup summary Window

Figure j: Backup summary

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