Backing up your emails isn't just for geeks: it's a essential safety net For both work and personal life. Whether you're changing computers, migrating accounts, or just want to have your own archives, having a backup saves you time and gives you peace of mind.
In Outlook and Microsoft Mail (Outlook.com/Hotmail) there are several ways to save your information: from exporting a data file .pst or .olm, to quick methods like drag and drop, copying to another account (e.g. Gmail), exporting to Excel, or auto-archiving. Below we guide you step by step so you don't miss anything, with warnings and tips so you get it right the first time.
First things first: How Outlook saves email and what it means for your backup
If you work with Exchange or IMAP, your messages are stored on the server and synced with your computer; this means you'll always have online access and your local copy is a "mirror." In these accounts, Outlook uses files. .ost locally (offline cache), while the final data lives on the server.
For POP accounts (including POP3), Outlook downloads mail and saves it locally as .pst fileIn this case, the .pst is your "safe" for email, contacts, and calendar; it can reach up to 50 GB per file, and you can create multiple files to organize your digital life.
It's worth clarifying the difference between formats: .pst (Personal Storage Table) are local containers with all your material, and .ost (Offline Storage Table) are temporary copies that Outlook synchronizes with the server when you connect. Having this clear helps you choose the right storage method. adequate support (types of backups).
If you use Exchange and need to review old or historical files, ask your administrator for access options. server file, as the organization can apply retention policies or automatically archive older items.
Preparations before exporting in classic Outlook (desktop)
Before you hit the export button, take a minute to prepare your account. Check Outlook to make sure you're in the correct account, especially if you have multiple accounts, and perform a little cleaning to reduce the size of the mailbox and avoid duplicates that you don't need.
By default, Outlook only syncs the last year of emails in some configurations. If you want to export everything, go to Outlook under Account Settings > Account Name & Sync Settings, and move the slider to "All" so that it is fully downloaded before exporting.
Important: Do not export your .pst directly to a OneDrive synced folder. Automatic OneDrive syncing can block or corrupt your files. .pst files in use; it is better to save it in a local, unsynced path, and if you want to upload it, do it manually when Outlook is closed or upload it to Google Drive.
Export email, contacts, and calendar to a .pst file in classic Outlook
Exporting a .pst file creates a copy of your items; nothing is deleted in Outlook. The .pst file includes attachments, but views, permissions, rules, or blocked senders lists are not included (that metadata is not exported). Follow these steps for an export. complete and secure:
- On the top ribbon, go to Archive.
- Choose Open and export > Importar or exportar.
- Choose Export to a file and tap Next.
- Brand Outlook data file (.pst) and tap Next.
- Choose the account or folder to export (active) Include subfolders to take you to Inbox, Calendar, Contacts, and Tasks). Next.
- press Browse to choose the location and name of the .pst file.
- In Options, decide how to handle duplicates if you export to an existing .pst file.
- Ends with FinalizeIf you want, add a password to the new .pst file to protect it.
- If Outlook asks you to create a new data file, you can define a optional passwordWhen you reopen that .pst file or import it into another account, you'll be prompted to access it, strengthening the privacy of your messages.
Once generated, the .pst is portable: you can import it to another account or another PC. This is a perfect method for migrating between versions (from Outlook 2016 to Outlook 2021/Microsoft 365, for example) or for moving content between different versions. personal and business accounts.
What data is carried out when exporting and when is it advisable to export?
Exporting to .pst copies emails, attachments, contacts, calendar, and tasks. It doesn't delete Outlook content, and when it's finished, you'll still see everything in your inbox. However, these aren't included. views, permissions, rules nor lists of blocked senders.
Typical cases for exporting: moving from a personal account to a corporate account, moving email from another platform (e.g. Yahoo) to Microsoft 365, change PC or switch from Windows to Mac, or simply create periodic copies to be filed in a safe place.
If you are only interested in contacts, consider exporting them to .csv from Outlook, which is a convenient format to import into other services and make a quick clean in spreadsheets.
Be careful with automation: there is no native way to periodically perform a full backup of “everything new and everything old.” The AutoArchive feature moves or copies old items, but it doesn't replace a backup. comprehensive export recurrent.
New Outlook: Export from Settings > Files > Export
In the latest Outlook desktop experience, the flow is even more guided. Open the client and go to Settings > Files > Export. Click “Enter” and continue through the wizard to select the specific mailbox or folders you want to export.
The wizard will guide you through choosing what to include and where to save it. Once finished, your copy will be ready, just as valid as the classic Outlook .pst file. import or archive later.
Alternative methods: drag and drop, Excel, send to Gmail
If you don't need a full .pst, you can use Tricks useful. The simplest is to open the folder in Outlook, select messages and drag them to a folder from your PC; this way you'll save copies of your emails as individual files (.msg on Windows), perfect for quick backups.
Another option is to export to Excel for analysis or recording. Go to File > Options > Advanced > Export > Export to a file > Microsoft Excel, choose a folder, destination, and save. It's not a "full" backup like a .pst, but it gives you a structured view.
If you want to keep messages on another service, add your Gmail account to Outlook desktop, wait for it to load, and then use “Move > Copy to Folder” to the chosen Gmail folder. You can also export to .pst and import that .pst in Gmail from Outlook, whichever you prefer.
Outlook for Mac: Backup to .olm file
On macOS, Outlook creates copies in .olmThe process is straightforward: open Outlook, go to Tools > Export, select "Emails" (you can add contacts or a calendar if you're interested), click Continue, choose the destination folder, and Finish.
The .olm file brings together your information and can be imported later into Outlook for Mac itself. It is a very convenient way to take everything with you at once, just as valid as a .pst file but adapted to the macOS environment.
Save to USB, external drive, or other location
Once you have created your .pst (Windows) or .olm (Mac), copy it to a flash drive, USB or external drive. It's a great way to save an offline "twin" in case something goes wrong. Remember that the file shouldn't be in use by Outlook while it's being used. copy or move.
If you're changing computers, it's as easy as taking the file on a USB flash drive and importing it onto the new computer after setting up Outlook. This way, you'll have your emails, contacts, and more at hand. calendar events since the first day.
Automatic backups with AutoArchive and limitations of this feature
Outlook allows you to configure AutoArchive in File > Options > Advanced > Auto-Archive SettingsThere you decide how often it runs, how old the items should be, and which .pst file to move them to.
It's useful for keeping your inbox small and separating old items, but remember its limit: it's an archive of old items, not a periodic "full backup" of everything new and old. Complement auto-archiving with manual exports occasionally.
Restore: How to import your backup into Outlook
Recovery is just as important as backup. To restore a backup, go to File > Open & Export > Importar / Exportar, choose “Import from another program or file” and follow the wizard.
Select “Outlook Data File (.pst)”, locate the file, choose how to handle duplicates (replace, allow, or skip), select the destination folder (usually your primary mailbox), and activate “Include subfolders” if you are looking for a complete restoration.
Where your emails are stored depending on the type of account
With Exchange and IMAP, emails reside primarily on the server. On your computer, Outlook maintains a local cache in a file. .ost Located in the user's AppData folder (Windows), allowing you to work offline and then sync.
With POP, the main focus is on the .pst file that defines the account. If you delete it on the server, it will remain in your local .pst file unless you change the settings. That's why it's key to be clear about the account type before planning your account. copy strategy.
Hotmail/Outlook.com: Options when there is no native “one-click” copy
Outlook.com (formerly Hotmail) doesn't offer a single, automated "native backup" from the web for your entire mailbox. The most comprehensive alternative is to use the desktop Outlook and export to .pst adding your Outlook.com account to the client.
If you prefer specific options per message, you can save emails as individual files. Some browsers allow you to save as .eml; if that doesn't work, you can use Outlook desktop (drag and drop) or print/save as. local file as your system allows.
Another option is to manually copy the contents of important emails to text files or export them individually as .eml/.msg from the desktop client. It's more laborious, but practical if you want to curate a essential selection.
There are also third-party tools that automate massive and simultaneous backups of Outlook.com accounts; these are useful if you manage a large volume and want to save time, although it is worth evaluating security and support before adopting them.
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