OL2000: (IMO) How to Back Up Outlook Data

ID: Q196492

The information in this article applies to:
  • Microsoft Outlook 2000


NOTE: These procedures only apply if you installed Outlook with the Internet Mail Only option. To determine your installation type, on the Help menu, click About Microsoft Outlook. In About Microsoft Outlook, you should see "Internet Mail Only" if you installed the Internet Mail Only option.

SUMMARY

This article describes the process to back up the data created in Microsoft Outlook, including e-mail messages, contacts, appointments, tasks, notes, and journal entries.

This article covers the following topics:

  • Making a backup copy of a Personal Folder file


  • Exporting Personal Folder data


  • Importing Personal Folder data


  • Automating the Backing Up of Personal Folders


  • Backing Up Outlook Settings Files


  • Exporting and Importing Rules



MORE INFORMATION

Making a Backup Copy of a Personal Folder File (.PST file)

Outlook stores its data in a personal folder (PST) file that is created at the time you set up your mail account. The default display name for the these files as you view them in the Outlook Folder List is Personal Folders. If you are using the default name, the Folder List entry will read, "Outlook Today - [Personal Folder]." You can customize these display names.

To backup the entire Personal Folder file, follow these steps:
  1. Open Outlook. To locate the PST file where Outlook items are stored, right-click Outlook Today in the Folder List and on the shortcut menu click Properties for "<folder name>" where folder name is the display name of the current PST, and then click Advanced.


  2. In Path, note the location of the PST file. In Windows, the default path for this file is: 
    
C:\Windows\Application Data\Microsoft\Outlook\outlook.pst
    The path you see in this box may be different on your computer. The PST can be stored anywhere on your hard disk. If you have defined other PST files for storage of Outlook items and want to back them up, use the same procedure to locate the path to each PST.

    Click Cancel twice to close the dialog boxes.


  3. On the File menu, click Exit to quit Outlook.


  4. Make a copy of the file you noted in step 2. For more information about how to perform this task in Windows, see your Windows printed documentation or online Help. If you are using a backup program, consult its documentation for the method you should use to include the PST file in your backup set.


The Personal Folders Advanced Properties dialog box in step 2 allows you to perform other operations on the PST file. For example, you can customize the label of the PST by editing the Name. You can also reduce the size of a Personal Folder file by clicking Compact Now.

Exporting Personal Folder Data

To export an individual Outlook folder such as Contacts or Calendar, follow these steps:
  1. On the File menu, Click Import And Export.


  2. Click Export To File, and then click Next.


  3. In "Create a file of type" click "Personal Folder File (.pst)," and click Next.


  4. In "Select the folder to export from," click the folder you want to export. Click to select Include Subfolders if it applies, and then click Next.


  5. In "Save exported file as," click Browse to select the location of the PST to receive the data you are exporting. Or, type the path and file name, and then click Finish.


Importing Personal Folder Data

To import a personal folder file into Outlook, follow these steps:
  1. On the File menu, click Import And Export.


  2. Click "Import from another program or file," and then click Next.


  3. In "Select the file type to import from," click "Personal Folder File (.pst)," and click Next.


  4. In File To Import, click Browse to locate the PST file you want to import, and then click Next. If you know the path, type it in the box.


  5. In "Select the folder to import from," click the folder containing the data you want to import.

    If the folder contains subfolders, and you want to include this data in the import process, click to select Include Subfolders. If the destination for importing is the currently selected folder, click "Import items into the current folder"; otherwise, click "Import items into the same folder in." This will create matching items in the destination folder you select.


  6. Click Finish.


Automating the Backing Up of Personal Folders with The Personal Folder Backup Utility

Microsoft has released a utility to automate the backup of your Personal Folders file. The utility works only with Outlook 2000 and can be downloaded from the following Microsoft Web site:

http://officeupdate.microsoft.com/2000/downloadDetails/Pfbackup.htm

For additional information about the Personal Folder Backup utility, please click the article number below to view the article in the Microsoft Knowledge Base:
Q238782 How to Automatically Backup Your Personal Folders File

Backing Up Outlook Settings Files

If you have customized settings which you want to replicate on another computer using Outlook, you may wish to include the following files in your back as well as the Personal Folders file:

  • Outcmd.dat - This file stores toolbar and menu settings.


  • <Profile Name>.fav - This is your Favorites file that includes the settings for the Outlook bar.


  • <Profile Name>.htm - This file stores the HTML autosignature.


  • <Profile Name>.rtf - This file stores the Rich Text Format Autosignature.


  • <Profile Name>.txt - This file stores the Plain Text format Autosignature.


    • NOTE: If you use Word as your e-mail editor, signatures are stored in the Normal.dot as Autotext entries. This file should be backed up as well.

Custom views are integrated to the folders on which they were created. If you export items from one Personal Folder to another, the views are not maintained.

NOTE: The Personal Folders Backup Utility mentioned above does not back up these seetings files.

Exporting And Importing Rules

You can backup your Rules Wizard Rules by exporting them for later use. Follow these steps to export your rules:
  1. On the Tools menu, click Rules Wizard.


  2. Click Options.


  3. Click Export and specify the file name for your exported rules. The file uses the ".rwz" file extension.


To import your rules use the same steps, but click Import instead of Export.

For additional information about how to import your rules, click the article number below to view the article in the Microsoft Knowledge Base:
Q196206 OL2000: How to Import Existing Rules into the Rules Wizard


REFERENCES

For more information about copying files, search the Windows 95/98 Help Index for "copying, files or folders" to view the related topics.

For additional information about using Personal Folders in Outlook 2000, please click the article number below to view the article in the Microsoft Knowledge Base:

Q195782 OL2000: Working with Personal Folders

Additional query words:

Keywords : kbdta GnlFilem
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbhowto


Last Reviewed: January 17, 2000
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