How to Backup and Restore your Emails in MS Outlook (2021)

12th August 2020
Microsoft Outlook logo on blue background

If you are migrating your emails to another host or simply looking to backup your emails then follow the instructions below.

This guide will show you how to back up and restore your emails:

Exporting Emails

Step 1. Open Outlook and click  File.

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Step 2. Select Open & Export, then click  Import/Export.

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Step 3. On the Import and Export Wizard, choose Export to a file. Click  Next

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Step 4. Choose Outlook Data File (.pst) and click Next. 

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Step 5. Select the name of the email account you’d like to export. Make sure to tick Include subfolders box and click  Next. 

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Step 6. Click Browse to select where to save the export file. Type the file name you’d like, then click  OK to proceed. 

Step 7. Under  Options, specify what to do when exporting your emails. If there is an existing  Outlook Data File.

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Step 8. Click Finish.

Step 9. Outlook will begin the exporting process.  

NOTE:  If you are adding another new account then you will now need to remove the old email account and re-add the new account before restoring your old emails.

Removing an old email account

  1. Close Microsoft Outlook by clicking the X top right
  2. Select the Start button (lower-left corner of your screen) and type Control Panel, select Control panel
  3. Change the View by: option to Large or Small icons by choosing at the top right of the screen opened
  4. Select and click the Mail icon
  5. You will see a new box opened, please click Show Profiles and then choose remove to delete your current profile.  Choose yes when prompted.
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6. Click OK, close and now reopen Microsoft Outlook application, and setup your new email account.

Import Emails

Step 1. Open  Outlook and click  File

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Step 2. Select Open & Export, then click Import/Export

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Step 3. On the Import and Export Wizard, choose Import from another program or file. Click Next.  

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Step 4. Choose Outlook Data File (.pst) and click Next. 

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Step 5. Click Browse to choose the file to import.  

Step 6. Under Options, we recommend that you click on Do not import duplicates option to avoid having duplicated emails. Or you may replace or allow duplicates.  

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Step 7. Click Next. 
Step 8. Select a folder, if you wish to be specific with the import, or to import everything in the .pst file. Choose Personal Folders, Outlook Data File or your email address. Tick Include subfolders box and click Finish.  

All your emails will be back on the same folders from the time you have done the backup. You can move the emails in any other folders you have, as you’d like.  

If you need more help with backing up and restoring old emails in Microsoft Outlook, give our technical experts a call on 020 7111 1643 or log a support ticket here https://hardsoft-support.kayako.com/en-gb