Backing Up Your Outlook Data

There are two basic options for backing up your Outlook data. One option is to export the data into a Personal Folder File (PST). The other option is to copy your existing PST file to other media such as a DAT tape, ZIP drive. CDW or another hard drive. The version of Outlook that you are using and your profile configuration will determine the type of backup procedure best for you.

Outlook 97

First determine if you are using Personal Folders or Microsoft Exchange Server for your default folders. To check, go to the Outlook toolbar and click "Tools" then click "Services". There will be a list of services you have configured for that profile.

If you have Personal Folders and do not have Microsoft Exchange Server as a service, then you can simply make a copy of your Personal Folder File (PST). To determine where your PST exists on your system, click the Personal Folders service in the "Tools/Services" dialog, then click "Properties". The path to your PST will be displayed in the Properties Dialog Box.

If you have Microsoft Exchange Server and do not have Personal Folders as a service, then you will need to use the Export option. To use the Export function of Outlook to export a copy of your Calendar, Contacts, Tasks, Notes and Journal to a backup "Personal Folder" file, select File/Import and then Export... on the Outlook toolbar menu and then select "Export to a Personal Folder File (PST). There is a wizard that will take you through the rest of the procedure. Your system Exchange Server Administrator probably makes daily backups of your folders.

If you have both Microsoft Exchange Server and Personal Folders as services, you can determine which will be synchronized with Chapura Conduits by clicking the Delivery Tab in the Tools/Services dialog. The default folders will be displayed in the "Deliver new mail to the following location:" drop down.

Outlook 98

Determine if you are using Personal Folders or Microsoft Exchange Server for your default folders by first going to your "Folder List" view in Outlook. To get into the Folder List view, click View/Folder List from the Outlook toolbar. Once in this view, right click on the Outlook Today folder. Then select Properties and click the Advanced button. This will bring up a dialog box for either Personal Folders or Microsoft Exchange Server.

If you have Personal Folders, then you can simply make a copy of your Personal Folder File (PST). The path to your PST will be displayed in the Properties Dialog Box.

If you have Microsoft Exchange Server, then you will need to use the Export option. To use the Export function of Outlook to export a copy of your Calendar, Contacts, Tasks, Notes and Journal to a backup "Personal Folder" file, select File/Import and then Export... on the Outlook toolbar menu and then select "Export to a Personal Folder File (PST). There is a wizard that will take you through the rest of the procedure. Your system Exchange Server Administrator probably makes daily backups of your folders.