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WIN1020 November 2003
Backing up Microsoft Outlook Email
For the PC Using MS Outlook 2000
Keith Roberts
INTRODUCTION..................................................................................................................... 1
PREPARATION ....................................................................................................................... 1
BACKING UP EMAIL............................................................................................................. 2
RESTORING EMAIL FROM A PERSONAL FILE FOLDER........................................... 5
AUTO-ARCHIVE ..................................................................................................................... 8
AUTO-ARCHIVE OPTIONS.................................................................................................... 9
RETRIEVING ARCHIVED ITEMS..................................................................................... 10
IMPORT ARCHIVED ITEMS INTO THEIR ORIGINAL FOLDERS ................................................ 11
IMPORT ARCHIVED ITEMS INTO A NEW FOLDER ................................................................. 13
MANUALLY COPYING OVER ITEMS FROM AN ARCHIVED FILE............................................ 16
ADDITIONAL ASSISTANCE............................................................................................... 17
Introduction
This document will provide a general overview of how to backup and archive your UH email using
Microsoft Outlook 2000 on a Windows based PC.
Preparation
The first step to creating a backup of your email is to clean up its contents. Delete all email that you do
not need or do not wish to have a backup of. Especially delete emails with attachments that you no longer
need, to save disk space.
The next step is to organize the emails you wish to backup into folders. You can create multiple folders
to store related emails in one place. Organizing your email in this way will make it easier to restore the
emails you may require at a later date.
Backing Up Microsoft Outlook Email WIN1020 Page 1
Backing up Email
Once you have organized your email, you are ready to start the backing up process.
To make a backup of an email folder, first launch the Outlook 2000 application. Then click on the File
menu and select Import and Export… (See figure 1).
Figure 1
In the window that opens, choose the option Export to a file from the list of actions. Then click on the
Next button to continue. (See figure 2).
Figure 2
Backing Up Microsoft Outlook Email WIN1020 Page 2
In the Create a file of type box, select Personal Folder File (.pst) and click the Next button to continue.
See figure 3.
Figure 3
In the Select folder to export from box, select the folder you wish to make a backup of. In Figure 4
below, the folder named ITS Demo was selected. Click on the Next button to continue.
Figure 4
Backing Up Microsoft Outlook Email WIN1020 Page 3
In the next window that opens, Outlook asks for a location to save the exported file. Click on the Browse
button to change the default location. Choose an easy to remember location, or save to your desktop for
easy access. The latter option is especially desirable if you wish to later save your backup to removable
media (CD, Zip, External HD, etc.). Be sure to give the exported file a descriptive name.
In the Options section, choose the most appropriate option for your needs. Then click on the Finish
button to continue. See Figure 5 below.
Figure 5
A new window will now open, asking you to create a Microsoft Personal Folder. Give the folder a
descriptive name, such as UH Email Backup as in the sample figure below. Choose your encryption
preference. Note: if you choose encryption, you must enter a password to open the file. Do not forget
this password, or you will be unable to use the backup you created.
Choose No Encryption if you do not wish to
password protect your email backup. This will allow
others to open the file if they gain access to it.
Choose Compressible Encryption to password
protect your email backup. This will also compress
the file, saving disk space.
Choose Best Encryption to password protect your
email backup.
Figure 6
Backing Up Microsoft Outlook Email WIN1020 Page 4
That’s it. You have just created a backup of the selected email folder. You can repeat this process to
backup other email folders if you wish. To free up disk space and your quota, you may delete the
messages you backed up, or move them from your IMAP folder to your local hard drive. See the
document Outlook 2000 and Your Quota that can be downloaded online from
www.hawaii.edu/itsdocs/win/outlook-pc/ for more information.
Restoring Email from a Personal File Folder
At some point in the future, you may want to restore your email from one of the backups you made. This
is a simple process that can be accomplished easily.
To start the restoration process, first launch MS Outlook 2000. Then go to the File menu and select
Import and Export… (See figure 7).
Figure 7
In the window that opens, select to Import from another program or file. Click on the Next button to
continue. See figure 8 below.
Figure 8
Backing Up Microsoft Outlook Email WIN1020 Page 5
In the following window, scroll down the list of file types and select Personal Folder File (.pst). Click
on the Next button to continue. See figure 9.
Figure 9
Next, click on the Browse button to locate the Personal Folder File you wish to restore your email from.
Select the appropriate option for your purposes. Click on the Next button to continue. See figure 10.
Figure 10
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If you encrypted your Personal Folder File, enter the password to open the file. Then click on the OK
button to continue. Note: you will not receive this dialogue box if you did not encrypt your backup. See
figure 11.
Figure 11
Next, select the folder you want to import from. If the folder you backed up had subfolders, you may
select just the subfolder to restore. You also have two options on where to import the folders too. You
may choose to import the items into the current folder you have selected in Outlook 2000, or into the
same folder that’s already created in your email account. In figure 12 below, the option was selected to
restore the email into the same folder on the UH E-mail account.
Figure 12
That’s it. Outlook will import the email messages from the personal folder file and into the email folder
you selected. These email messages will now be a part of your email.
Backing Up Microsoft Outlook Email WIN1020 Page 7
Auto-Archive
Another option for creating a backup of your email folders is the Auto-Archive feature in Outlook. It is
easy to use, and simple to setup.
Auto-Archive will automatically move items deemed old (a preference set by you) to an archive file and
remove it from your email folder. You have the ability to determine which folders are auto-archived, as
well as the time that must pass before an item is deemed old.
To start the Auto-Archive feature, first launch the MS Outlook application. Then click on the Tools
menu, and select Options. In the window that opens, click on the Other tab. Finally, click on the
AutoArchive button. See figure 13.
Figure 13
Backing Up Microsoft Outlook Email WIN1020 Page 8
In the window that opens, click on the AutoArchive checkbox. Specify the amount of time that must
pass for the AutoArchive feature to run. You may also select the option to be prompted by Outlook
before the AutoArchive feature is run. Be sure to note down the default archive file location. You may
click the Browse button if you wish to change the default file location. Click the OK button to save your
settings. Click the OK button on the Options window to return to the Outlook application. See figure 14.
Figure 14
AUTO-ARCHIVE OPTIONS
You have the power to set the auto-archive options for every folder in your email account. To set the
options for a particular folder, Right-click on the folder, and select Properties from the menu. In Figure
15, the Inbox was selected.
Figure 15
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Next, click on the AutoArchive tab. Configure the options as you see fit. You can choose to move the
old items to an archive file, or to just delete the item all together. Click on the OK button to save your
changes. See figure 16.
Figure 16
You may repeat this process for every mail folder you wish to set Auto-Archive options for.
Retrieving Archived Items
There may come a time in the future when you would like to restore the items in your archived file. You
have several options to accomplish this. You can either restore the archived items back into your mailbox
(in their original location), you can import the archived items into a new folder, or you can open the
archived file, and manually copy over the items you need.
Backing Up Microsoft Outlook Email WIN1020 Page 10
IMPORT ARCHIVED ITEMS INTO THEIR ORIGINAL FOLDERS
In Outlook, go to the File menu and select Import and Export. In the window that opens, choose the
option Import from another program or file. Click on the Next button to continue. See figure 17.
Figure 17
In the following window, scroll down the list of file types and select Personal Folder File (.pst). Click
on the Next button to continue. See figure 18.
Figure 18
Backing Up Microsoft Outlook Email WIN1020 Page 11
Next, click on the Browse button to locate the Archived File you wish to restore your email from. Select
the appropriate option for your purposes. Click on the Next button to continue. See figure 19.
Figure 19
Next, select the Archive file you want to import from. Be sure to check the Include subfolders check
box to ensure you restore all of your email. Then click on the option to Import items into the same
folder in: to restore the messages back to their original locations before they were archived. Click on the
Finish button to import the email. See figure 20.
Figure 20
Backing Up Microsoft Outlook Email WIN1020 Page 12
That’s it. Outlook will import the email messages from the archive file and place them back into their
original locations. These email messages will now be a part of your email.
IMPORT ARCHIVED ITEMS INTO A NEW FOLDER
The first step to this process is to create a new folder in Outlook to save the archived items into. To do
this, go to the File menu in Outlook, select New, and then click Folder. See figure 21.
Figure 21
Next, give the folder a name. In the Folder contains: text box, choose Mail Items. Then select where
you would like to create the new folder. In Figure 22 below, the new folder named Archived Items was
created at the root of the UH E-mail folder.
Figure 22
Backing Up Microsoft Outlook Email WIN1020 Page 13
After creating a new folder to save the archived items in, you are ready to import your archived file. To
do this, first click once on the new folder you just created to select it. Then go to the File menu and select
Import and Export. In the window that opens, choose the option Import from another program or
file. Click on the Next button to continue. See figure 23.
Figure 23
In the following window, scroll down the list of file types and select Personal Folder File (.pst). Click
on the Next button to continue. See figure 24.
Figure 24
Backing Up Microsoft Outlook Email WIN1020 Page 14
Next, click on the Browse button to locate the Archived File you wish to restore your email from. Select
the appropriate option for your purposes. Click on the Next button to continue. See figure 25.
Figure 25
Next, select the Archive file you want to import from. Be sure to check the Include subfolders check
box to ensure you restore all of your email. Then click on the option to Import items into the current
folder to restore the messages into the new folder you created. Click on the Finish button to import the
email. See figure 26.
Figure 26
Backing Up Microsoft Outlook Email WIN1020 Page 15
That’s it. Outlook will import the email messages from the archive file and place them into the new
folder you created. These email messages will now be a part of your email.
MANUALLY COPYING OVER ITEMS FROM AN ARCHIVED FILE
The final option for restoring email from an archived file is to open the archived file, and copying over
only the items you wish to restore. To do this, go to the File menu, select Open, and then click Personal
Folders File (.pst). See figure 27.
Figure 27
Then browse to the location of your Archived file. Select it, and click on the Open button. Outlook will
then place it in your Folder list. You can then open it, and copy over just the items you wish to move
over by simply clicking and dragging the item to the desired location. Alternatively, you can simply view
the items while they are in the archived folder.
When you are finished with the archived file, you can Right-click on the archived file and click Close
“Archive Folders” to remove the archive file from your folder list. See figure 28.
Figure 28
Backing Up Microsoft Outlook Email WIN1020 Page 16
Additional Assistance
For additional assistance, please phone the ITS Help Desk at (808) 956-8883,
send e-mail to help@hawaii.edu, or fax (808) 956-2108.
The Help Desk’s toll-free phone number is (800) 558-2669.
Or visit the ITS Help Desk home page at http://www.hawaii.edu/help
The ITS Help Desk functions are located in Keller 105, Keller 213,
and Sinclair 122 (CLIC Lab) on the UH Mānoa Campus.
The University of Hawai‘i is an equal opportunity/affirmative action institution.
Backing Up Microsoft Outlook Email WIN1020 Page 17
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