How to backup outlook mails effectively

Outlook mail backup

Creating a backup or copy your outlook data (or moving it to a different computer) is too much easy. It is as easy as copying a single file. All your emails, your contacts and almost every other details of your life is in outlook. To prevent from hard disk crash and some other disaster, you can create a email backup copy of your personal folders. That is the place where outlook stores all the essential data, go through outlook mail backup for more information.

Outlook options

To save multiple emails from outlook you have to select the ones you want to save and drag them to a folder in Window Explorer. This saves the emails as individual. msg files with file name, complete with any attachments. While you will later open these in outlook, you won’t be able to share with any other email client, since the .msg format is proprietary to outlook.

Outlook’s export function

For a full backup of everything, use Outlook export function. In outlook 2010 this function is under File > Option > Advanced. It backs up your mails, Contacts, task, calendar and notes, when you save your folder as a .pst file. This file can be opened in another computer again only by outlook.

‘Save as’ command in Outlook

To save individual emails in outlook, the File > save as command will let you save massages. The format is more universal, such as text, RTF, and, HTML. Unfortunately, this is only ideal for saving a few massages at a time.

Use a script or third party tool

Use this VBS script to export selected folders from outlook as individual .msgs. You can modify it to save the emails with the sender’s name along with the data and subject for the file name. This script looks similar, but you can change the format from MSG to something more. There are also third party utilities to accomplish these scripts with more advanced feature, but they are not all free.

Use gmail backup services

If your company uses gmail, there are numbers of solution that might work for you. You might be able to use email client like outlook or thunderbird. Now you can save the emails. With Thunderbird, you can just highlight all the emails.

Check outlook mail backup other options

A couple of other outlook mail backup options for both gmail and outlook include printing emails to PDFs and forwarding them to your personal email address. When you use more than one email to print to PDF, you will have to click on OK button. The PDF have not any file attachments, so you will have to save those separately.

You can set up filters in both gmail and outlook to forwarding emails to your personal computer. Although, you will only be forwarding emails and receive it after forwarding, so to save it you still need one of the above solution.

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