Backup and Restore your contacts and emails in Outlook 2010

Edited by Eng, Charmed, vc

Plenty of us use Microsoft Outlook, for storing contacts and send / receive emails. Either facing the issue of upgrading our Laptop or PC to a new one, or simply we need to back up our data for safe keeping, yet lots of us seem not being able to find how to do it. In hereafter, we will guide you on how to do that, either for your contacts only or for your email data, or for an important categorized email folder.

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Steps to create a backup

  1. 1
    Run your Outlook program, and click on "File" on your Menu Bar, then click on "Options"
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    Photo1.png
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  2. 2
    Locate and click on "Advanced"
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    Photo2 - Advanced.png
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  3. 3
    If you can see the "Export" section as in the photo, Click on the "EXPORT" button, if you cannot scroll down to locate it
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    Photo3- Export.png
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  4. 4
    On the "Export" window, you should select "Export to a file" [marked 1], Click on "Next"
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    Photo4 Export to a file.png
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  5. 5
    This is really the trick choice, now you should select "Outlook Data File (.pst)", Click on "Next"
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    Photo5 pst.png
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  6. 6
    Now, If you want to back up everything, Emails (sent and received), Calendar, Journal, Notes ...etc
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    You must select the "Personal Folders" and make sure the "Include subfolders" is ticked [Marked in Orange], If you want to back up a specific folder like only backup "Contacts" or "Sent Items" you should select that and click "Next".
    Photo6 select folder.png
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  7. 7
    Now, you need to select where to save the backup file, click "Browse" button, and select where to save, then Click on "Finish"
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    Photo7 save location.png
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  8. 8
    for security reasons, you will see a window where you can add a password, this is an optional choice, you can skip it if you don't need to set a password
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    If a password is set, then that password should be entered upon restoring backup.
    Photo8 password.png
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Steps to Restore a backup

  1. 1
    You need to follow above steps until reaching step 4, here you should select "Import from another program or file" [markerd 2], Click on "Next"
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    Photo4 Export to a file.png
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  2. 2
    On the "Import a File" window, select "Outlook Data File (.pst)", then click "Next"
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    Photo9 import a file.png
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  3. 3
    Now, you get to select the backup file, click on "Browse" button and select it
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    The Options Radio buttons [marked in red] are important. They are self-explanatory. Pay attention to them, and select what is appropriate for you.
    Photo10 import options.png
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  4. 4
    If your backup file is password protected, then a window where to enter the password will show
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    Photo11 import password.png
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  5. 5
    Depending on the kind of data you backup and want to restore, the next window will show the info, in here, It is showing the "Contacts" cause the info I backed up was the contacts
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    If you need to import all data, MAKE sure you tick the "Include subfolders". Also you can choose to import to the current folder, or into the same folder in. Next you need to Hit "Finish".
    Photo12 import to location.png
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  6. 6
    Congratulations, you have managed to restore your backup data.
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Tips Tricks & Warnings

  • If you need to back up to change and convert your Outlook files to a new PC or Laptop, then you must select "Personal Folder" and make sure you tick the "Include subfolders".

If you have problems with any of the steps in this article, please post in the comments section below.

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Article Info

Categories : Microsoft Suites

Recent edits by: Charmed, Eng

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