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Item Backup and Recovery

16.19. How Do I Back Up My E-mails?

To back up your e-mails follow these simple instructions:

1.
Select the e-mail folder that you want to back up. Outlook enables you to back up nested folders (folders within folders), so if you have a number of e-mail folders that you want to back up, simply highlight the root folder.

2.
To back up the folder, go to the File menu and select Import and Export to display the Import and Export Wizard dialog box (see Figure 16-6).

Figure 16-6. The Import and Export Wizard dialog box enables you to select whether you want to import or export data.


3.
In the Choose an action to perform list box, highlight Export to a file and then click Next.

4.
You are presented with the Export to a file dialog box (see Figure 16-7), where you can choose which file type you want to export your e-mails to. You can choose any file type you want, but the Personal Folders file (.pst) option will generally suit most of your backup needs.

Figure 16-7. You can select the type of file you want to export your items to.


5.
When you have selected the type of file that you want to back up your e-mails to, click Next to display the Export Personal Folders dialog box.

6.
In the Select the folder to export from list box, the folder you highlighted in step 1 is highlighted. If you want, you can change the folder to a different folder from this dialog box.

7.
If you want to export nested folders, you must also check the Include subfolders option.

8.
Outlook enables you to use filters to further define exactly what you want to back up from the folder, along with subfolders, if applicable. To do this, just click the Filter button to display the Filter dialog box, where you can specify the filters you desire.

9.
When you have selected the folder that you want to export, click Next.

10.
From the next dialog box, you can choose where you want to export the data to by clicking the Browse button. For example, you might want to export your e-mails to a removable hard drive and call the exported file Email backup.

11.
If you are exporting the data to a file that already exists, you can choose how to handle duplicate e-mails. For example, if you back up your e-mails to the same file that you used to back up your e-mails previously, there could be e-mails already in the backup that you are attempting to back up again. Outlook gives you three different options for dealing with the duplicate e-mails:

  • Replace duplicates with items exported— Outlook replaces duplicate e-mails in the backup file.

  • Allow duplicate items to be created— Outlook allows duplicate e-mails to appear in the backup file.

  • Do not export duplicate items— Outlook does not back up any e-mail that is duplicated in the backup file.

12.
When you are satisfied with the options that you have selected, simply click Finish. Outlook then exports your e-mails.


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