In this tutorial, we’ll go through the importance of email backup and also learn how to backup Outlook emails in the most effective and easiest ways. This email client is undoubtedly one of the most widely used email clients available today. Outlook is fairly simple to use, but While it’s simple to use Outlook, it might be challenging to locate and backup emails. The first issue is locating the files holding the emails because a Windows PC has a lot of files and folders.
Importance of Email Backup
Organizations must be able to securely retain emails and keep them from being altered. Email archiving is a valuable and practical business tool for a wide range of additional use cases, such as e-discovery, compliance, and business continuity.
Though studies have revealed that up to 75% of corporate IP is included in the email and messaging systems, despite our increasing reliance on email, many firms are still unsure of the advantages of email archiving solutions.
To understand the importance of email backup, we have taken the example of Outlook in this blog.
Depending on how many email folders you’ve created in Outlook, there may be numerous different OST files used to store emails.
The data on a hard drive, including all documents, images, emails, and other files, could be lost due to viruses, software malfunctions, power outages, human mistakes, and hard drive failures, to name a few possible causes.
Most users don’t require a costly backup solution because they only need to occasionally backup the email folders ensuring that they can access them in the event of a tragedy.
Together with documents and photos, it’s imperative to backup emails, attachments, address books, and other crucial data, in the event of an issue, the user would be unable to recover them, which could be a really unpleasant situation, especially for cloud-based users or other people who depend on their emails. Unfortunately, a lot of people don’t actually begin making backup copies until they lose data.
How to Backup Outlook Emails?
Exporting your Outlook emails as.pst files and storing them locally on your computer is one approach to making a backup of them. Your attachments will be kept in the.pst files along with your emails. Here is how to backup in this manner:
- Click File from the Outlook ribbon.
- To open and export, click. After that, click Import/Export.
- Select Export to a file from the list of available options.
- Click Next after selecting Outlook Data File (.pst).
- You can now choose Inbox alone when backing up your emails. Choose your email account at the top if you wish to include everything else. Subfolders can also be included by checking the box. then select Next.
- To choose where to save the exported file, click Browse and then your preferred place.
- There are three choices available to you for handling duplicate files. For instance, you can decide between the options Don’t import duplicates and Replace duplicates with imported items, Allow duplicates to be made, and so forth.
- After making a choice, give your file a name. It’s optional, but you can make your.pst file more secure by adding a password. Then select Finish.
There are also a number of email backup tools available that can simplify the backup process. One piece of software, Advik Outlook OST Converter, can give users peace of mind by making backup copies of their emails, attachments, contact book, signatures, blocked lists, mail rules, and settings. Using an automatic email backup tool is superior to creating manual backups since the first can be programmed to produce backups quietly in the background to multiple file formats and will include all email data (signature, blocked list, etc.), which would be more challenging to save otherwise. Additionally, the application will make sure that the restore process goes properly if the backup is ever needed. And it supports more than 30+ file formats.
The conclusion is that backing up emails, whether manually or automatically, is an essential task for any computer user who would regret losing them.
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