Email ‘backup’ and ‘archive’ with Outlook

We can manage our email with ‘Microsoft Outlook’ very easily. It has many powerful features with which we can work and manage our emails. It is the best email client for the ‘Windows’ desktop. The particular features on I am talking about today is ‘Backup’ and ‘Archive’ of emails.

Email backup

We already know that backup is very essential. ‘Outlook’ has a very good support for email backup. You can create backup for your emails. If suddenly you lose all or part of your emails, then you can restore from the backup.

The process:

  1. Open ‘Outlook’ and go to ‘File’ and then ‘Open & Export’.
  2. Click on ‘Import/Export’.
  3. Select ‘Export to a file’ option and click ‘Next’.
  4. Select ‘Outlook Data File (.pst)’ option.
  5. Select the folder or the total email account with subfolders for the backup.
  6. Select a location in your hard disk to save the backup file.
  7. Optionally you can setup a password for the backup file.

Outlook copies all your emails, calendar meetings, contacts and tasks to a .pst file and store in your hard disk. You can attach this .pst file to your Outlook later in case of email loss and access all your stuffs. You can also backup this .pst file to your external hard disk.

Email archive

You are getting lots of emails and depending on your mailbox size you are getting out of place to store more emails. Sometimes you do not get new emails because your mailbox is full. To solve this problem, we should archive old emails. You can archive say for example emails which are older than three or six months with ‘Outlook’. ‘Outlook’ actually move your emails from your mailbox and store them to a .pst file to reduce your mailbox size.

The process:

  1. Open ‘Outlook’ and go to ‘File’ and click on ‘Tools’ then ‘Clean Up Old Items…’. It will open the ‘Archive’ dialog box.
  2. Choose ‘Archive this folder and all subfolders’ option and select your email account.
  3. Select date to instruct ‘Outlook’ that you want to archive say for example only the emails which are older than three months.
  4. ‘Browse’ and select a place in your hard disk to store the .pst file and click on ‘Ok’ button.


‘Backup’ and ‘archive’ both store your stuffs in to a .pst file but the difference is that after storing ‘backup’ keep the copies in your mailbox and ‘archive’ delete them from your mailbox to reduce the size. Both of these features play an important role in our email management.


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