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How to Backup Microsoft Outlook

Microsoft Outlook is an extremely powerful mail suite, which offers calendar solutions, as well as many other organizational enhancements. Task, note, email, contact address book, and alarm organization are just a few of this program's many features. Since there is such a large amount of information stored within Microsoft Outlook, it is extremely important to backup Windows Microsoft Outlook data regularly. In order to create a Microsoft Outlook backup from Outlook’s data files, a manual backup can be performed, or backup software can be used to create full or incremental backups of your Outlook data
Manual backup involves copying the Outlook data file (called a PST file) to a secure location. This PST file can either be copied onto a blank CD, or the PST files can also be copied on another folder on the hard drive of the computer. To backup Outlook data using the Outlook interface, select “Import/Export” from the “File” menu. Next, select “Export to a file”. On the file type menu, select “Personal Folder File (.pst)”. On the next window, select your main mailbox, and then select the check box “Include sub folders”. Finally, select the path you would like to export your mail file to, and then click “Finish”. Although effective, this method can be considered an inconvenient way to backup any Outlook files. Software packages exist which allow easy settings for exporting and importing of Outlook data files.


BackRex, home of several data back up and export tools, has recently created BackRex Outlook Backup, which allows an easier method of backing up and restoring Outlook data files. An easy to use menu system allows you to customize and select which Outlook data file to backup and restore. This is an important feature, because it allows you to backup a heavily updated section of Outlook (for instance, the calendar), while not backing up large sections of your Outlook data files (for instance, the mailbox). In addition, Internet Explorer favorites, history, and cookie files can also be imported and exported easily.


Microsoft also has created an automated backup utility, named Personal Folders Backup. This free download allows users of Outlook 2000 and above to automatically backup Microsoft Outlook based on a number of criteria. For instance, the tool can be configured to backup and leave copies of only selected data files, and to automatically backup these files at a regular interval. In addition, the tool also allows a location to be specified to save the data file. Whereas the Microsoft Personal Folders Backup tool lacks many features of third-party solutions, the tool is a free from Microsoft Office.


Perhaps one of the best ways to backup Outlook data is to invest in server software which allows automated backups. If you are using Microsoft Outlook in your business, and you already have a server, installing Microsoft Exchange will allow to you how to specify a central location for storing mailbox data files, as well as a central backup location for these archive files. In addition, Microsoft Exchange Server allows better collaboration and customization between employees than with standalone copies of Outlook. For instance, it is possible to setup calendar sharing with Microsoft Exchange, which will allow multiple parties to view when another individual has an appointment. You can get more information on Microsoft Exchange on Microsoft’s website.




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