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Backup Outlook emails and settings

(8 posts)

  1. Admin

    Administrator
    Joined: Oct '08
    Posts: 1,351

    Summary
    This article explains how to backup Outlook emails and settings. This backup article refers to Microsoft Outlook, not Outlook Express.

    On this page:

    How to configure a backup for Outlook in FBackup
    How to find the locations of MS Outlook files
    Backup limitations for locked or open files

    Details

    MS Outlook emails are stored in .pst files. In order to have a complete backup of MS Outlook data, it is not enough to back up only the .pst files, but the following items too:

    • MS Outlook shortcuts
    • Personal Address Book
    • Rules
    • Signatures
    • Stationery
    • Menu or toolbar customizations
    • Nicknames

    Also, for MS Outlook 2003 and 2007, you need to backup some additional items:

    • Navigation Pane settings (this file includes Shortcuts, Calendar, and Contact links).
    • Dictionary
    • Templates
    • Send/Receive settings
    • Print styles
    • Custom forms
    • Registered Microsoft Exchange extensions


    How to configure a backup for Outlook in FBackup

    MS Outlook data is stored in “.pst” files. For each mail folder defined in MS Outlook a .pst file is assigned. These files get quite large if you exchange lot of emails, thus when a small change occurs in a file (e.g. a new email has been received), the entire .pst will be marked as “modified”. When running the backup, the whole file will be backed up as you cannot backup only the changes inside the .pst file. That's why it is recommended to do a full or mirror backup (and not differential or incremental). Also, it is recommended to limit the number of backups in order to save disk space.

    Steps needed to configure the backup:

    1. Open FBackup and select File->New Backup (Ctrl+N).
    2. On the first page, enter a name for the backup in the Backup name field.
    3. Select a location where you want to save the backup. Press Next.
    4. Add the files and folders you want to back up. Press Next.
    5. In the How do you want to backup section, select Make full.
    6. Press Save, then select Save and run.

    You can manually run the backup by pressing the Backup (F6) button. The backup job can be scheduled to run at a specific date and time.

    How to find the locations of MS Outlook files

    For each version listed bellow, is presented the default location of the MS Outlook files.

    MS Outlook 2000
    MS Outlook 2003
    MS Outlook 2007


    MS Outlook 2000

    • Personal folders (.pst file)

      • - if there is a single Outlook user:
      C:\Windows\Local Settings\Application Data\Microsoft\Outlook

      - if there are multiple Outlook users:
      C:\Windows\Profiles\<Current User>\ Local Settings\Application Data\Microsoft\Outlook

      Note: <Current User> is your Windows name account.

    • Outlook shortcuts (.fav file)

      • - if there is a single Outlook user:
      C:\Windows\Application Data\Microsoft\Outlook

      - if there are multiple Outlook users:
      C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Outlook

    • Menu or toolbar customizations (Outcmd.dat file)

      • - if there is a single Outlook user:
      C:\Windows\Application Data\Microsoft\Outlook

      - if there are multiple Outlook users:
      C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Outlook

    • Rules (.rwz file)

      • - if there is a single Outlook user:
      C:\Windows\Application Data\Microsoft\Outlook

      - if there are multiple Outlook users:
      C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Outlook

    • Nicknames (.nick file)

      • - if there is a single Outlook user:
      C:\Windows\Application Data\Microsoft\Outlook

      - if there are multiple Outlook users:
      C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Outlook

    • Signatures (.rtf, .htm, .html, or .txt file)

      • - if there is a single Outlook user:
      C:\Windows\Application\Data\Microsoft\Signatures

      - if there are multiple Outlook users:
      C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Signatures

    • Stationery (if you have created)

      • - if there is a single Outlook user:
      C:\Windows\Application Data\Microsoft\Stationery

      - if there are multiple Outlook users:
      C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Stationery

    • Personal Address Book (mailbox.pab)

      • C:\Windows\Local Settings\Application Data\Microsoft\Outlook


      MS Outlook 2003

    • Outlook data files (.pst)

      • drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook

      Note: <Current User> is your Windows name account.
      <drive> is the location where the OS is installed.

    • Personal Address Book (.pab)

      • drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook

    • Command bar and menu customizations (.dat)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Navigation Pane settings (.xml).

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook\Outlook.xml

    • Registered Microsoft Exchange extensions (.dat)

      • drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook

    • Outlook contacts nicknames (.nk2)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Rules (.rwz)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Print styles (Outlprnt with no extension)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Signatures (.rtf, .txt, .htm)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Signatures

    • Stationary (.htm)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Stationary

    • Custom forms

      • drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Forms

    • Dictionary (.dic)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Proof

    • Templates (.oft)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Templates

    • Send/Receive settings (.srs)

      • drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Message (.msg, .htm, .rtf)

      • drive:\Documents and Settings\<Current User>\My Documents


      MS Outlook 2007

    • Personal Folders file (.pst)

      • - Windows Vista
      drive:\<Current User>\AppData\Local\Microsoft\Outlook

      - Windows XP, Microsoft Windows Server 2003
      drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook

      Note: <Current User> is your Windows name account.
      <drive> is the location where the OS is installed.

    • Personal Address Book (.pab)

      • - Windows Vista
      drive:\<Current User>\AppData\Local\Microsoft\Outlook

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook

    • Command bar and menu customizations (.dat)

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Microsoft\Outlook\outcmd.dat

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook\outcmd.dat

    • Navigation Pane settings (.xml).

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Outlook\profile name.xml

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook\profile name.xml

    • Registered Microsoft Exchange extensions (.dat)

      • - Windows Vista
      drive:\<Current User>\AppData\Local\Microsoft\Outlook

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook

    • Outlook Contacts nicknames (.nk2)

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Microsoft\Outlook

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Rules (.rwz)

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Microsoft\Outlook

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Print styles (Outlprnt with no extension)

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Microsoft\Outlook

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Signatures (.rtf, .txt, .htm)

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Microsoft\Signatures

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Signatures

    • Stationery (.htm)

      • - Windows Vista
      drive:\Program Files\Common Files\Microsoft Shared\Stationery

      - Windows XP, Windows Server 2003
      drive:\Program Files\Common Files\Microsoft Shared\Stationery

    • Custom forms

      • - Windows Vista
      drive:\<Current User>\AppData\Local\Microsoft\Forms

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Forms

    • Dictionary (.dic)

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Microsoft\UProof

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\UProof

    • Templates (.oft)

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Microsoft\Templates

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Templates

    • Send/Receive settings (.srs)

      • - Windows Vista
      drive:\<Current User>\AppData\Roaming\Microsoft\Outlook

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook

    • Message (.msg, .htm, .rtf)

      • - Windows Vista
      drive:\<Current User>\Documents

      - Windows XP, Windows Server 2003
      drive:\Documents and Settings\<Current User>\My Documents


    Backup limitations for locked or open files

    FBackup uses the Volume Shadow Copy service that allows you to back up local open files from NTFS partitions under Windows XP/2003 Server/Vista. Therefore you can back up Outlook without closing it if certain requirements are met:

    • computer is running Windows XP, Windows 2003 Server or Windows Vista
    • MS Outlook data is not being backed up via the network
    • MS Outlook data is located on a NTFS formatted partition
    • the VSS (Volume Shadow Service) is running and is properly configured

    If any of the requirements above is not met, MS Outlook will need to be closed before backing up the data (otherwise files that are in use will be skipped).


    Applies to:

    • FBackup 4
    • MS Outlook 2000
    • MS Outlook 2003
    • MS Outlook 2007
    • Windows XP
    • Windows Server 2003
    • Windows Vista
    Posted 3 years ago #

  2. arcarter

    Member
    Joined: Apr '09
    Posts: 31

    I am running Windows Live Mail on Windows XP Home SP3. Can I use the settings from these or are there differences I need to look for...??

    Tony

    Posted 2 years ago #

  3. arcarter

    Member
    Joined: Apr '09
    Posts: 31

    Seeing as I had no reply I went looking to see if there are differences. Low and behold I found that "Windows Live Mail" does not use the same directories as Outlook Express does. The directories for "Live are located in

    C:Documents and Settings/.User name./Local Settings/Application Data/Mirosoft/WINDOWS LIVE MAIL

    where .user name. is the logon id of the local user

    and as far as I can tell all that is needed is there

    Tony

    Posted 2 years ago #

  4. Admin

    Administrator
    Joined: Oct '08
    Posts: 1,351

    Hi,

    Sorry for the late reply.
    As you already figured out, the settings for Outlook and Windows Live Mail are different.
    I'm glad that you found the setting for Windows Live Mail.

    Posted 2 years ago #

  5. barryzigas

    Member
    Joined: Feb '11
    Posts: 2

    I am running MS Outlook 2007 on Windows XP SP3. I have tried following your directions to create a backup, and found the path c:/documents and settings/local user/local settings/application data/microsoft/outlook, but there are no .pst file extensions on any of the files, and the other files listed in your directions are nowhere to be found. I have set the "show hidden files" flag and still cannot find them. There are two Outlook files in the folder, one each for my POP and IMAP accounts, but they have no file extension, either. If I back each of these up am I covering all the necessary files?

    Posted 11 months ago #

  6. Admin

    Administrator
    Joined: Oct '08
    Posts: 1,351

    Hi,

    In Backup4all (our commercial product) we have a plugin that will automatically select the Outlook files to be backed up. Please download and test Backup4all.
    Also please note at the top of this page there is a giveaway and you can get a free license of Backup4all.

    Posted 11 months ago #

  7. barryzigas

    Member
    Joined: Feb '11
    Posts: 2

    Thanks for the promotional plug, but short of buying the software, how can I find the files I need to back up using FBackup?

    Posted 11 months ago #

  8. Admin

    Administrator
    Joined: Oct '08
    Posts: 1,351

    Hi,

    If you cannot find the correct path of Outlook files, please open Outlook, right click the email folder and select "Properties". Press "Advanced" and see the file path.

    Posted 11 months ago #

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