How to backup Outlook EMails and Contacts | 2024 | For Classic Outlook (Not New Outlook)

[@tomparks8676]

Learned more about this in 6 minutes than Microsoft could communicate in hours of their babble. Easy to understand terminology. Thank you!

[@JasonBagnell]

Thank you so much for your nice comments! Microsoft's "New" Outlook does not have import/export functionality that the "Classic" version has. They stated that it might become available in a future release of their "New" version. Let's hope they follow through with it. Have a great day! -- Jason :)

[@johnfolmar]

Great video. Easy to follow without a lot of unnecessary information. Thank you!

[@JasonBagnell]

I'm glad you found the video helpful! Have a great day -- Jason :)

[@dominicjamescunneen1740]

Thank you for your help! I just got a notice that my old college email was going to expire and wanted to make sure I backed it up properly. I followed instructions online but thought I did it wrong because when I opened the data file via Outlook I saw the phrase "we didn't find anything to show you here" and panicked. Then your video explained how I can very easily access the data file by scrolling down on the navigation pane. Thanks again!

[@JasonBagnell]

You're welcome! I'm glad you found it helpful. Have a great day -- Jason

[@ValgarLLC]

Thank you! You made it very easy to to understand the steps.

[@JasonBagnell]

You're welcome! The process can get complicated depending on what you're trying to do. My video actually had another 10-12 minutes that went over some of the more complicated scenarios but it became too confusing so I cut that part out. Have a great day! -- Jason

[@MrSchattka]

Thanks for the video Jason, it was quite helpful.

[@JasonBagnell]

I'm glad you found it valuable. Have a great day!

[@tarekrashid5580]

Thank you! Straight to the point.

[@JasonBagnell]

You're welcome - Have a great day! -- Jason

[@007Richmond]

Very helpful thank you !!😊

[@JasonBagnell]

I'm glad the video helped you. Have a great day! -- Jason :)

[@luisfelipegonzalez7891]

Exactly what I needed. Thanks!

[@JasonBagnell]

Glad it helped! Have a great day -- Jason :)

[@icebear8356]

thank you very much! please continue doing this. you help a lot of people like me!

[@JasonBagnell]

You're welcome and thank you for your encouragement. I'm glad you found the video helpful. Cheers! -- Jason

[@AnnetteMontpetit-o4h]

Great information easy to follow Thank you!

[@JasonBagnell]

Thanks for the comment! I'm glad it was helpful :)

[@ppalm951]

Thanks for the vid Jason. Quick question: Does the pst backup include my Outlook settings? (POP 3 server settings, password to host server and such). Just curious. Would be handy if something drastic happened and able to restore all of that at once.

[@JasonBagnell]

You’re welcome! Unfortunately the PST file will not include the Email account settings/configuration. I always take screenshots or write down that information from the user’s old computer and use it to recreate the accounts on their new computer when they upgrade. I have used the PC Mover program and it works quite well at moving everything over, including the Outlook Email account configuration and settings (but not the email passwords). I’m sure there are other backup programs that might be able to handle it too. Have a great weekend! - Jason

[@johnmichaelrobles6086]

Thank you! Its short and crisp.

[@JasonBagnell]

Thanks for your comment! I actually cut 6-8 minutes out of this video because it got too long. I'm glad you liked the shorter version Cheers -- Jason

[@pabloa2190]

Nice video. Can I access the pst file even when the original outlook account is deleted? thank you!

[@JasonBagnell]

*Simple Answer:* Yes, Outlook can access .PST files at any time. You do not need to be online or connected to an active E-Mail account to view the contents of a .PST file because it is independent copy of the data that is NOT tied to an E-mail server. *Longer Answer:* You might have just exported your Outlook data to a new .PST, in which case it will remain there until you delete it. Other people might have one or more .PST files on their computer that were created when they added a "POP3" E-Mail account to Outlook. In that case, Outlook will allow the user to access all of their "old" data, even if the E-mail account on the server has been deleted or disabled. *Extra info:* Most newer connections to a mail server use the IMAP protocol. That way, the home base for the E-mail is the actual E-Mail server and each device that accesses the account (Outlook, iPhone, other PC, Tablet, etc) simply reconciles it's data with what is stored on the E-Mail server. When something is added or deleted from any device, the change is immediately sent up to the server and then all of the other devices are updated shortly after. Outlook uses .OST files (not .PST) to store data that is being reconciled with an IMAP or Exchange server. .OST files were only designed for Outlook to use for storing an offline cached copy of the E-mail account that is being reconciled with an IMAP or Exchange server. You can't open a new/different .OST file directly in Outlook. *People who use IMAP/Exchange accounts are at a higher risk of losing their data because of the way this works.* GMail for example, uses IMAP connections between Outlook and the mail server. *Here's an example of some scenarios and the outcomes:* Let's say that someone has a GMail account and uses Outlook to access it. All of their E-mail data will be available in Outlook and it will be stored in an .OST file on the PC's hard drive. If their GMail account gets deleted or shut down, they will still be able to see the data that was on the mail server up to date/time the account stopped working. Outlook will begin displaying account/password errors until the user removes that particular account from the Send/Receive group in the Outlook program. If they decide to delete the GMail account from Outlook, the .OST file gets *immediately* deleted and all of their historical data will disappear. That person should have used the procedure in this video to EXPORT all of their Outlook data to a .PST file *before* removing the GMail account, otherwise their old E-Mail data is no longer accessible anywhere. Now let's say that the GMail account is no longer active and the person's PC crashes. They purchase a new computer, install Outlook and then try to import a backup copy of the old .OST file from the old computer. Outlook has no way to connect the old .OST data file, so it cannot be used to restore their old Outlook data. That's another reason it is good to periodically export your Outlook data to a .PST file for safe keeping. .PST files can be easily opened from within Outlook at any time. Note: 3rd party utilities can be purchased that allow data from an .OST file to be converted to a .PST file, but they can be quite expensive. *One item of concern:* Microsoft has been releasing their "New Outlook" program and App for Microsoft Windows. They have *removed* the export/import feature and it is not available in this "New Outlook" version, which is concerning. I have seen messages on the Microsoft.com website that state that Microsoft might be adding the import/export feature in future releases. Thanks for making it to the bottom of this lengthy comment reply -- LOL! I got carried away but there is a lot of good information here for other people who might come across it. Have a great day!! -- Jason :)

[@stephanbotha9189]

Awesome vid. I was wondering if you could share how to export rules I've set up for myself on my inbox to share it with fellow co-workers?

[@JasonBagnell]

Thanks for your comment! I've never thought about exporting and importing Outlook "RULES" so I did a search on Chat GPT and found that it CAN be done! I followed the instructions on my Outlook 365 (Classic version) to verify that import/export buttons were present. Here's how it is done: 1) Launch the Outlook application. 2) Go to the "File" tab, then click on "Manage Rules & Alerts". 3) In the "Rules and Alerts" dialog box, click on the "Options" button. 4) Click on the "Export Rules" button. Navigate to the location where your .rwz file is saved and select it. 5) Click the "Save" button. To import the Outlook Rules to another PC, follow the instructions above except click on the "Import Rules" button in step 4 instead. I hope this helps! - Jason :)

[@chh5511]

Thank you for the very informative video which was very easy for me to understand, as I am not computer savvy. This really helped a lot. 👍😊

[@JasonBagnell]

I'm glad you found it helpful! Have a great day :) -- Jason

[@cwhrlng]

Nice work easy explanation. I have a slightly different question. If I did not want the server to download what is on the server, is there a way to make it start, on a certain date? Or should I delete what i don't want on PC from the server, then set up emails in Outlook? In other words, I have too many emails on server and most I do not need. Do to difficulties setting up Yahoo emails in Outlook, I have now created too many of the same emails(duplicates +) How can I remove them from my files on PC? It won't let me delete them in Outlook under data files and directs me to the emails tab, however, they are not in there to be able to delete? Thank you

[@JasonBagnell]

Hi! If Outlook is not currently connected to your E-mail account, you could delete the unnecessary messages from the Email server first. Then, when you add your E-Mail account to Outlook, the unnecessary messages will not be downloaded because you already deleted them from the server. If the E-Mail account is connected to the server using the IMAP protocol, any deletions on either device (the server or Outlook) will be reflected on the other. Dealing with lots of duplicate E-Mail messages can be a difficult process. I have used a program called "Duplicate Email Remover for Outlook" to clean up my customers' Outlook mailboxes in the past and it worked very well, once I got it configured properly. It is a paid program and costs $29, but the time it can save you is well worth it. I don't know if the program works with the "New" version of Outlook. I always use the "Classic" version for myself. Here's a link to it's page on the MapiLab.com website: www.mapilab.com/outlook/duplicate_remover/ Hopefully you'll find this information helpful! Have a great day -- Jason :)

[@animangafan342]

Thanks! this helps. Had to use the old outlook app because i guess the "New" Outlook doesn't have this feature even though it's super important

[@JasonBagnell]

I agree and can't believe that Microsoft removed the backup feature from the "New" Outlook program. It has been mentioned that the feature "might" appear in future versions, but we'll see. Have a great day -- Jason

[@kathywilson2823]

Thank you for such a clear, concise video. I have Outlook 365 version 2405. I ran the Outlook import/export to create the backup pst file. It seemed to work (file size looked good). When I open the file in Outlook none of the emails are viewable “we didn’t find anything to show here”. The “keep mail offline” slider was set to ALL (and many of the emails are only days and weeks old). The filter is off in current view settings. When I check the properties of the Outlook Data File in Outlook the size and number of emails (and unread emails) and folders is correct (same as the copied data).

[@kathywilson2823]

I am now able to see the emails. My account is IMAP, I found the following in MS Support. When you export email from an IMAP account in Outlook to a .pst file, you may not see the messages after you import the file back into Outlook. Note: The email messages aren't lost, but they are hidden from view. To fix this issue, use the following steps: 1. From your Outlook inbox, select View > Change View. 2. Select the IMAP Messages folder.

[@JasonBagnell]

@kathywilson2823 Hi Kathy, thanks for your comment! You found the solution before I got a chance to write back. I’m glad everything exported properly and is visible in the new (exported) PST file. I use the Outlook Export feature to backup my entire mailbox 1-2 times per year just in case I need to go back in time to get something I deleted. Have a great day! - Jason

[@kathywilson2823]

@@JasonBagnell Cox, my forever email provider is no longer providing email. I have been swamped trying to pick another provider and get my emails moved before I lost access to my Cox account (which unknown to me happened last night!). I'd imported them to Gmail last week, but I hate using the web mail interfaces and have always use Outlook to do email. I was, and still am afraid that the Cox emails will be deleted somehow from my laptop when Cox shuts down my account. Hopefully they are safe now on this backup file. I will use the Outlook Export as you do to back up the new Gmail account in the future. Thank you.

[@khalilahbrown-deanph.d.7470]

What a lifesaver AND timesaver. Thanks!

[@JasonBagnell]

I’m glad you found the video helpful. Have a great day! - Jason :)

[@GraceDyerDigital]

Hi Jason! Thanks so much for the video, my company has recentl merged and we will be getting new outlook email addresses, but i don't want to lose all of my client info and correspondents. Does adding it as its own folder below my new inbox make it searchable still? and will all of my old contact/calendar automatically appear?

[@JasonBagnell]

Hi! You'll want to perform a full export of your current Outlook data, before the change takes effect. First, let's make sure your Outlook is configured to download ALL E-mail and not just the last 1-year of E-mail. Click File, Account Setting, and then click the next Account Settings that appears. Double click each of your E-mail accounts and see if an option appears that says "Download email for the past: 1 Year". If so, move the slider all the way to the right until it shows "All". Your accounts may or may not have this setting. If you changed any of your accounts to "All", go back to your Outlook inbox and wait for Outlook to finish downloading all E-mail that is older than the limit that was previously set. Next, lets do the export. Click File, Open & Export, Import/Export, Export to a file, Next, Outlook Data file (.pst), Next. Then click on the Item at the very top of the list. In my case it shows my E-mail address and all of my subfolders appear below it. Click to enable the "Include subfolders" checkbox. Click Next and then use the Browse button to choose a location for the new .PST export file to be saved in. Click Finish and wait for the entire mailbox to be exported to a new .PST File. Repeat this procedure for any other accounts you want to export. After your PC has been configured with your new Outlook configuration, you can simply open the .PST file you just exported. Click File, Open & Export, Open Outlook Data File, Navigate to the folder you saved the .PST file and then double click on the PST file. You should see a new set of folders appear at the bottom of your Outlook folder list. You can refer back to that folder set whenever you need to access your old information. It will include everything including EMail, contacts, calendar, tasks, etc because we selected the "Include subfolders" checkbox when we did the original export. You can also copy or move information from the Exported folder set to your new/current E-Mail system if you want. I hope this helps. Cheers!! -- Jason :)

[@taxiflanders]

thank you so much sir

[@JasonBagnell]

You're very welcome! Have a great day -- Jason :)

[@byLokie]

Thank you Sir. I got slack with backing up and this was what I needed. So hypothetically. If I wanted to make pst files of Emails for every year then name the pst's Emails 2018, 2019 and so on. I would need duplicate primary folders (inbox, Sent, and sub folders) drag and drop 2018 emails into the related folders and then export as pst? Hope that made sense.

[@JasonBagnell]

Hi! Outlook PST files are allowed to grow to 50GB but it is sometimes helpful to create an additional offline PST file that can be used for "Archiving" old Outlook data and messages. I found a good walkthrough video on KZbin that shows how to do it in under 1 minute but **don't click the Set as Default button** at the end when you try it. See: kzbin.info/www/bejne/bJa0lmponZqDfJI After you've clicked the final OK and Close buttons, you will see a new folder set appear at the bottom of your Outlook folder list. You can then create subfolders in it using names like "2018 Inbox", "2019 Inbox", "2018 Sent Items", etc. Then you can start moving the E-mail messages from your primary folders into the new one. Don't forget to periodically backup the .PST file you just created because it is offline only. Some people use this method to move E-mail off of an E-Mail server that has a very limited amount of space. Keeping the messages offline reduces the amount of E-mail that needs to be stored on the mail server. I hope this helps! -- Jason :)

[@byLokie]

@@JasonBagnell That's good. I will get on it. Create a Parent file. Put 2018 (or whatever year) emails in relative subs then export as pst. End result is when I open 2018 pst it would look like I'm back in 2018! Thank you

[@JasonBagnell]

Hi! You probably don't need to use the Outlook "Export" feature at all if don't mind manually dragging and dropping batches of E-mail message into the new set of folders that you created using the instructions I provided in my previous comment. For example, you can open your Inbox folder and click the message that appears with the date 12-31-2018. Then scroll down until you find the 1-1-2018 message, hold down the shift key and left-click it once. All of the messages between those two dates should now be highlighted. Right click any of the highlighted messages and then choose "Move", choose "Other Folder" and then locate your new set of folders in the folder list. Click the folder you want the messages to be moved to and then click OK. If you have not created the new destination folder yet, a "New" button appears on the right side. Repeat this process to create folders for 2019, 2020, etc inside the .PST data file. I hope this make sense, and good luck! Jason

[@sudhu4ever]

So nice information 👌

[@JasonBagnell]

Thank you -- I'm glad you found it helpful! :)

[@lenvest]

Very good explanation of what to do. However, when I opened the saved pst data file in Outlook, there were no emails in it.

[@JasonBagnell]

Hi, it is possible that the E-Mail account you're exporting in Outlook is only configured to keep 1 or 2 years of EMail "offline". Try editing the E-Mail account's properties and move the "Mail to keep offline" slider all the way to the right, which is the "All" setting and then try the export procedure again. Let me know if that works! Have a great day -- Jason

[@bkopas]

Jason, thank you for the helpful video. When I open the PST file to check the contents, the numbers all line up like in your example, however, when I click on any of the folders such as the inbox, there are no emails and I have the message "we didn't find anything to show here" Is this the case until I import? Please advise. Thank you!

[@JasonBagnell]

Hi! That's strange. The bold numbers to the right side of the folder names represent how many *unread* messages are located within each folder. Because the folder list shows numbers to the right of the folder names, that means that there is at least 1 messages contained within each folder. The only thing I can think of that might be causing the issue is...You might have a "filter" set that is keeping certain messages from being displayed. Here are some instructions I found in a Google Search that tell you how to disable all filters: 1. Activate the View tab of the ribbon. 2. Click 'View Settings' in the 'Current View' group. 3. Click the Filter... button. 4. You can inspect what is being filtered. 5. Click 'Clear All' to remove the filter. --- Try that and let me know if that clears up the problem. Thanks -- Jason :)

[@bkopas]

@@JasonBagnell Thanks for the answer. I cleared the filter and that allowed me to see the inbox emails, but not the sent or discarded which I'd like to have access to. This is an IMAP account vs MS Exchange. I suspect that is what is making the difference? Is there any way to capture the sent and discarded also? Thanks for your help!

[@JasonBagnell]

Hi Brian - Make sure you are selecting a top-level folder that is "above" the other folders you are trying to export and also select the "Include subfolders" checkbox. The .PST file is creates should contain all data contained inside of all of the lower level folders. If you're already doing that and it is still not working, try exporting only one of the folders you're having problems with. Open that data file in Outlook and see if it contains the messages you're expecting to see. If that doesn't work, it might be something unusual that the IMAP server is doing. You could also try disconnecting your computer from the Internet (or set Outlook to work Offline) to see if it behaves differently when you perform the export while Outlook can't connect back to the mail server. Don't forget to put Outlook back "Online" if you changed it. Best of luck! -- Jason

[@MOONLIGHT769]

Thank you so much 🎉🎉🎉

[@JasonBagnell]

You’re welcome 😊 Have a great day!

[@fitraperdana3312]

Thank you, goodd. Will follow you

[@JasonBagnell]

I appreciate it -- Thanks so much!! -- Jason

[@VVarun97]

Are the attachments also backed up?

[@JasonBagnell]

Yes, the attachment data should be included. I always like to open the Exported .PST file in Outlook when it's done to make sure. Sometimes you also need to set the account's "Download email from the past:" setting to "ALL" and wait for Outlook to download everything from the IMAP / Exchange server before performing the export. Outlook's default setting is "1 Year", so the exported file might only contain 1 year's worth of data, even if the mailbox contains many more years worth of data.

[@acurita79]

Thanks so much for your help. I was able to complete the import. All the messages show but when i click on the message its blank. It wont show the message or attachments. Any suggestions

[@JasonBagnell]

Hi! I researched it on Google and came across this article from Microsoft: support.microsoft.com/en-us/office/export-emails-contacts-and-calendar-items-to-outlook-using-a-pst-file-14252b52-3075-4e9b-be4e-ff9ef1068f91#:~:text=By%20default%2C%20Outlook%20is%20set,move%20the%20slider%20to%20All. It states "By default, Outlook is set to download email for the past 1 year. If you want to export all your emails, open Outlook, select Account settings > Account Name and Sync Settings and move the slider to All." ... So it seems that you need to move the "Offline Settings", "Download email for the past:" slider to ALL, wait for the computer to finish downloading and "catching up" and then perform the Export. Hopefully this works for your situation. Have a great day! -- Jason

[@acurita79]

@@JasonBagnell i appreciate your time and research. Thanks

[@dont-mind-about-them]

Nice!

[@JasonBagnell]

Thank you! Have a great day -- Jason :)

[@craigrichards8486]

What if I have an imap email but I've now joined 365 and want it to be part of exchange ... importing it over will still keep it as a separate email file ... I want it all in one place 😢

[@JasonBagnell]

Hi! During the import process, you can specify which account and which folder you want particular items to be imported into. Here's an idea that would work for you. Let's assume that your IMAP messages are not currently located in your Exchange account. Perform an Export-to-PST for that data and then run the import-from-PST function. The steps would be, File, Open & Export, Import/Export, Import from another program or file, Outlook Data File (.pst), select the export file and click OK, and then click the ">" to expand the list of folders in the file. From here you could select a particular folder to import into your Exchange account. Click once on the folder you want to import and then make sure you select your Exchange account at the bottom. Once you click Finish, that folder (and subfolders if selected) will be copied into the same location in your Exchange account. The "Import items into the current folder" setting is also useful if the folder layouts of the two mail systems don't line up, like GMail vs Exchange. Before you start the process, click on (or create) the folder you want the data to be imported into on the Exchange account. Continue forward and then choose "Import into the current folder", which will cause the new imported data to get stored in and underneath the folder you selected earlier. Once you're done, you can right-click and close the unnecessary .PST data file that is shown in Outlook the folder list. I hope you find some of this info useful. Have a great day! -- Jason :)

[@DelaneyStudios]

this menue above doesn't appear, I've tried everything ugh! Home View Help, no options to modify or change, MS 10, Why do all the major corps complicate things?

[@JasonBagnell]

Hi! If you see a slider button in the upper right corner of your Outlook program that says "New Outlook", click it and Outlook will get reverted back to the "Classic Outlook" version. The Classic version supports the Export feature while the "New" version does not. If you don't see the slider switch/button, you probably don't own a full Office 365 or Pro Plus license that has the ability to return to the Classic version. I hope this helps! -- Jason

[@whatsup5328]

Nice to meet you Jason looking forward to following your work

[@JasonBagnell]

It was great meeting you too! Best wishes for all of your travels. 🏝️

[@billleece3407]

Hi Jason you mention the transfer is not suitable for the new Outlook, I've just moved over to Outlook on my new lap top with Windows 10, having an old computer I have many email folders on the windows Home xp computer in outlook express 6, I would like to find a away of copying emails from New Outlook and somehow paste them into the DBX files within the xp computer, could this be possible. Regards Bill

[@JasonBagnell]

Hi Bill! The process of manually migrating your data from the old Outlook Express program to the newer Microsoft Outlook program can be VERY complex. If your new laptop has access to the "Classic Version" of Outlook, I'd recommend buying a program called "SysTools DBX Converter" and installing it on the OLD Windows XP machine. You can use the program to create a .PST file of all of your Outlook Express data. Next, copy the .PST file to your new computer and then open Outlook (Classic). Click "File", "Open & Export", "Open Outlook data file" and select the .PST file. That should make the .PST file and all of it's subfolders appear at the bottom of the Outlook folder list. The program costs $49 (get the "Bundle Offer License") and might save you many hours worth of time and headaches. I have not personally used the program but it look like it will accomplish what you're trying to do. Here a link to the website: www.systoolsgroup.com/buy/?id=SYS0D0B2X Hopefully this information helps! Have a great day -- Jason :)

[@NAY2GAS]

Unfortunately, that's not the 2024 version of outlook, the new one is totally different, There is no file pull down anymore and there's no Import and Export Wizard, Please click the little slider at the upper right to try the new outlook and then figure out how to archive the entire account and post another video. Thanks!

[@JasonBagnell]

Hi! Microsoft released their "New Outlook" before they really should have. I found an article that states the following: "Note: Exporting and importing a mailbox using a .pst file isn't supported in new Outlook at this time." See: support.microsoft.com/en-us/office/export-emails-contacts-and-calendar-items-to-outlook-using-a-pst-file-14252b52-3075-4e9b-be4e-ff9ef1068f91 Until Microsoft adds the import/export feature to the "New Outlook", it can't be done. If the user was previously running the "Classic Outlook" version, they can switch back, like you mentioned. If they do not own Classic Outlook and just downloaded the New Outlook program as a free app, there really isn't a way to backup Outlook data to a .PST file without relying on a 3rd party utility or by purchasing a license that allows them to use the Classic Version. I don't like what Microsoft has done with the roll-out of the "New Outlook" program and hopefully they will add the missing features soon. Have a great day! -- Jason

[@NAY2GAS]

@@JasonBagnell Thanks. I wound up giving my account full eDiscovery rights and then I was able to export a pst from Exchange Admin.

[@benjaminandersson8328]

Doing this on a Office 365 email, does it matter what setting I have in Offlinesettings, sync everything or is it fine just to a sync 1 year? Will it backup all emails even if I have it put at 1 year?

[@JasonBagnell]

Hi, that's a great question! I researched it on Google and came across this article from Microsoft: support.microsoft.com/en-us/office/export-emails-contacts-and-calendar-items-to-outlook-using-a-pst-file-14252b52-3075-4e9b-be4e-ff9ef1068f91#:~:text=By%20default%2C%20Outlook%20is%20set,move%20the%20slider%20to%20All. It states "By default, Outlook is set to download email for the past 1 year. If you want to export all your emails, open Outlook, select Account settings > Account Name and Sync Settings and move the slider to All." ... So it seems that you need to move the "Offline Settings", "Download email for the past:" slider to ALL, wait for the computer to finish downloading and "catching up" and then perform the Export. Have a great day! -- Jason

[@benjaminandersson8328]

Thanks for letting me know! :) Have a great day!@@JasonBagnell

[@amadkki]

I need some hekp. When i make rules to send incoming emails to an assigned folder: they revert back to main inbox with an error that their might be insufficient space to store all the rules. I have delected many of them but still same issue. I have then to make rule again and again as the email rebounds back to inbox and not the folders?

[@JasonBagnell]

Hi! I found an article on Microsoft's website that might have a potential solution for the problem. Apparently having a rule whose name is too long can cause problems and there is also a limit to the size/number of rules you can create. Article: learn.microsoft.com/en-us/outlook/troubleshoot/email-management/rules-not-be-uploaded-to-exchange-server Hopefully some of the suggestions in the article will help! Cheers -- Jason

[@Shindai]

Every search result tells me to click file and there's no file in the website or outlook app, what's everyone using, coz it's not what I've got

[@JasonBagnell]

Hi! The newer version of Outlook does not have many of the features that are available in the "Classic" version. You might have a slider button at the top right corner of your screen that allows you to disable the "New" version and switch back to the classic version. If so, click the button and the "File" menu should become available. If it is not there, you might be running the "app" version of Outlook and might not have a full license for the original Classic version. I'm not sure why Microsoft thought that removing features would be a good idea..?!?! Thanks! -- Jason

[@lrigitano]

Is there any tutorial for MAC?

[@JasonBagnell]

Hi! I don't have access to a Mac to test with but I found an article that looks hopeful. See: recoverit.wondershare.com/data-backup/backup-outlook-mac.html Method #1 shows an Export and Import button under the "Tools" tab at the top. Hopefully that is what you're looking for. Cheers! -- Jason

[@mavihs26]

I followed this but it's not saved my emails for example from 2018. Why doesn't it save my entire inbox? I'm confused. My older email is only from 1 year ago. How do i save my entire inbox? I assume all my emails are saved on a server or something? I'm a student using office so idk if theres different settings hence why i cant save it all. please help

[@JasonBagnell]

Hi, it is possible that the E-Mail account you're exporting in Outlook is only configured to keep 1 or 2 years of EMail "offline". Try editing the E-Mail account's properties and move the "Mail to keep offline" slider all the way to the right, which is the "All" setting and then try the export procedure again. Let me know if that works! Have a great day -- Jason

[@user-dr2pg8fk2i]

How is the process done in *New* Outlook?

[@JasonBagnell]

Hi! The "New Outlook" program/app does not support exporting to .PST files yet. Microsoft is still developing the program and they may decide to add the feature in the future. I really hope they do because I like to periodically backup my entire E-Mail account (Email messages, contacts, calendar, etc) to a .PST file and save it on my backup server. We'll see what ends up happening. Have a great day! -- Jason

[@user-dr2pg8fk2i]

@@JasonBagnell Microsoft "developing" a program that has been around for the better part of 20 years and not having a way to backup or transfer files locally is simply an embarrassment to the company. What a joke Microsoft has become.

[@skippercaship]

I have windows 10 why do I not see file top left like you show in your video thanking you Roger

[@JasonBagnell]

Hi! If you're using the new free "App" version of Outlook, it does does not support exporting data. If you are running the Classic Full version of Outlook, look in the upper right corner of the screen for a slider switch that shows "New Outlook". Click on the slider switch to revert Outlook back to the Classic version and you should then be able to perform the export. -- Jason

[@mohammedarafathussain2015]

Hi... I tried this but my problem is when i open outlook to new computer to open Outlook datafile of my back it shows that you don't have permission to open this back...pls advice

[@JasonBagnell]

Hi! I found an article that has two suggestions for how to fix the issue. See: answers.microsoft.com/en-us/outlook_com/forum/all/permission-issue-while-opening-the-pst-data-file/2e18f32e-b584-4e60-b4cc-ace1b8de79de Thanks -- Jason

[@lodeluyckx]

Thanks

[@JasonBagnell]

I'm glad you found it helpful. Thank YOU! :) --> Jason

[@MLK.PaNoRaMa]

Why ist opening another data file? I need the imported data to be the main one on top without a secondary data file at bottom... How?

[@JasonBagnell]

Hi! Sorry for the delayed response. It can sometimes be a little tricky to manage the Outlook data files. When you open a new Outlook .PST data file, the programs shows the new set of folders at the bottom of the folder list on the left hand column. You can click on the top level of a set of folders and drag it above or below the other folder sets that appear in your Outlook program. You can also right-click and click "Close Outlook data file" if you no longer need that particular folders set displayed, unless it is connected to a live E-Mail account. If you're trying to get Outlook data from a .PST file imported into one of your existing folder sets, follow the procedure mentioned in the video except choose "Import from another program or file", "Outlook Data file (.pst)", select your file and carefully follow the instructions to select the data you want to import and make sure you carefully state where/how the data should be imported. Always use the ".PST file" selection when asked. Hopefully this helps a little. Thanks -- Jason

[@Felineeeee]

Im switching jobs soon, but want to keep my emails and sent documenst. Will i be able to open the exported emails if my my current work outlook account gets closed?

[@JasonBagnell]

Yes, any data you’ve exported to a .PST file on a PC running Outlook (full version) will be able to be opened on a different PC running Outlook (full version). The Data in the new .PST file is a backup copy that is no longer dependent on the connection to a live E-mail account. Happy new year! - Jason

[@Felineeeee]

​@@JasonBagnell Thank you! Happy new year🎉

[@acurita79]

@@JasonBagnellGreat! I had the same question. Thanks for your help.

[@AnotherCommoner]

I cant see any file button. neither any option pops up in the settings. Please advice on how how should I proceed?

[@JasonBagnell]

Hi! You're probably using the new "App" version of Outlook, which does not support exporting data. You may see a slider switch in the upper right corner of your Outlook app that allows you to switch back to the old or legacy version. If so, you can click it and then perform the export. -- Jason

[@sokhaprom]

If my hotmail email account is no longer active/deleted .. I will be able to open up the backup on outlook?

[@JasonBagnell]

Yes, as long as you went through the process to backup the E-Mail folder data to a .PST file, you will be able to open the file at a later day/time without connecting it to an account. The .PST file just has a copy of the items you backed up and does not depend on the account being active at that point. Have a great day -- Jason

[@sokhaprom]

thank you so much Jason! @@JasonBagnell

[@John-qy9rx]

if i run backups every 90 days, how do i use the same folder every time so i dont have multiple folders?

[@JasonBagnell]

Hi! The Outlook Export function creates one .PST file that contains the data you asked it to backup. During the process it asks what you would like to name the file and where you would like to store it. Each time you backup your Outlook data, you can store ALL of the backup .PST files in the same folder, like "Outlook Backups". Just give each file a unique name, like "2024-5-29 Outlook Data Backup.pst". Have a great day! -- Jason

[@John-qy9rx]

@@JasonBagnell thanks!

[@renelong-xm5zd]

So I imported and exported my outlook but when imported back to outlook none of the emails where in the sun folders. What did I do wrong

[@JasonBagnell]

Hi! Make sure you selected the "include subfolders" checkbox during the export. If you did, try this: Let's make sure your Outlook is configured to download ALL E-mail and not just the last 1-year of E-mail. Click File, Account Settings, and then click the next Account Settings that appears. Double click each of your E-mail accounts and see if an option appears that says "Download email for the past: 1 Year". If so, move the slider all the way to the right until it shows "All". Your accounts may or may not have this setting. If you changed any of your accounts to "All", go back to your Outlook inbox and wait for Outlook to finish downloading all E-mail that is older than the limit that was previously set. Once it is complete, try performing the export again to see if the new file contains the message you were missing before. Thanks -- Jason

[@leonelarribanca4583]

Hi, this is for legacy outlook version, do you know how to do it on new outlook layout?

[@JasonBagnell]

Hi Leon! It looks like Microsoft is continuing to make changes right when everyone is comfortable with how everything has been working. I currently use the Outlook program that comes with Microsoft's 365 software subscription. It is the legacy version that has evolved since January 1997. To answer your question, I clicked on the "Try the new Outlook" On/Off button in my Outlook program and was quite surprised at what happened. It installed the new Outlook "App" and then popped up a message stating that "Currently, Outlook data files (.pst) are not available in the preview. You can switch back at any time." Then a very unusual APP-y looking version of Outlook appeared and it said that I could not use my E-mail account because it was a "Work or School" account. What a mess! I uninstalled the new Outlook App to get my original version working again. Long story short, you're right -- My video does not apply to the "New" App version of Outlook and it appears that .PST files don't even work with the new version (yet). I'll need to wait for Microsoft to finish beta testing / previewing their new Outlook App before I can provide more help with how to backup mailbox data contained within the program. Some people think that their data is protected because it is on a cloud server, like Microsoft 365, GMail, etc. If your E-mail data / folders are deleted and then purged from the Deleted Items folder (and purged from the "Recover Deleted Items" section of an Exchange server connection), Microsoft and GMail do not offer any easy methods for recovering Email/folders/data that has been purged out of their system. They do a great job of hosting the data but they aren't in the backup business. That's where the PST files are useful - So users can make backup copies of their data, just-in-case. There are 3rd party programs and services you can buy that will backup Outlook data but it was always nice to be able to do it yourself, for free. We'll see what the future brings over the next year or so. Happy Holidays! -- Jason

[@ugaugauga488]

This seems to be useless. The new outlook does not have a file tab, and I don't see any options for importing or exporting emails anywhere in the settings or help or anything. The same applies to the Outlook app, nothing there either. The ribbons setting does not show the "file" tab and there are no other options.

[@JasonBagnell]

Yes, I too am disappointed with Microsoft's "New" Outlook program and App. They removed a lot of the functionality that the old version had. I'm still using the "Classic" or "Old Version" and won't be switching to the new version any time soon. Have a great day! -- Jason

[@ugaugauga488]

@@JasonBagnell Thank you Jason. I'll do the same. All the best.

[@sonulohani]

thanks

[@JasonBagnell]

You're welcome! Have a great day - Jason

[@absidd]

Hi, I'm not seeing these options to export in my outlook app.

[@JasonBagnell]

Hi! I believe I figured it out. I downloaded and installed the "New Outlook" app from the Microsoft Store and the Export options were not present. I noticed that in the top right corner it showed "New Outlook" and had an ON / OFF slider. I clicked the slider to turn New Outlook OFF and then the more functional, classic version appeared. It looks like the Export options are not present in the "New Outlook" version. I hope this helps! Cheers! -- Jason

[@notnyldier7150]

I don't seem to have these options, no "file" and therefore no "export"!

[@JasonBagnell]

You're probably using the "New" version of Outlook, which does not have the Export feature. You might see a slider switch at the top right corner of your Outlook screen that says "New Outlook". If you click on it to toggle the switch to the Off setting, it will revert the program back to the "Classic Outlook" version which has the feature you're looking for. If you don't see the slider switch at all, it's possible that you are running the free "App Only" version of Outlook which does not support the export feature. I hope this helps! -- Jason

[@arcadio808]

Old version. How to export in new version?

[@JasonBagnell]

Hi! If you're using the new free "App" version of Outlook, it does does not support exporting data. If you are running the Classic Full version of Outlook, look in the upper right corner of the screen for a slider switch that shows "New Outlook". Click on the slider switch to revert Outlook back to the Classic version and you should then be able to perform the export. -- Jason

[@AffordableAdsGroup]

my outlook ribbon has no option for file in header ribbon

[@JasonBagnell]

You might be running the "New Outlook" version which does not have as many options as the "Classic" Outlook program. See if your program has a switch (bubble) in the upper right hand corner that says "New Outlook". If you click on it, the program will switch back to the Classic version which does have the Export function. If you don't see the "New Outlook" slider at the top-right corner, you might be running the Outlook App-Only version which does not currently support exporting data and there is no way to switch the App-Only version back to the Classic version. I hope this info helps! Cheers -- Jason

[@user-ji6hc7qx6w]

no file buttonms uless info

[@JasonBagnell]

Hi! You're probably using the new "App" version of Outlook, which does not support exporting data. You may see a slider switch in the upper right corner of your Outlook app that allows you to switch back to the old or legacy version. If so, you can click it and then perform the export. -- Jason

[@beermonster123sheff]

where did you get outlook its not on windows 10

[@JasonBagnell]

Hi! The Microsoft Outlook program originally came from either purchasing it directly (as an individual software title) or from buying certain versions of the Microsoft Office software package. Many business people have used Microsoft Outlook over the last 26 years, since the release of Outlook 97. Now, the Microsoft Outlook program is included if you're paying for a Microsoft 365 Family ($99.99/yr) or Microsoft 365 Personal ($69.99/yr) subscription, along with Word, Excel, PowerPoint, OneNote, etc. Microsoft recently announced that it will be phasing out the free "Microsoft Mail" program that comes with Windows and will be replacing it with a free version of Outlook that has limited functionality. For more information about the new free Outlook program, see the following article: www.pcworld.com/article/2005935/outlook-for-windows-will-replace-mail-starting-in-august.html Thanks for your comment and Happy Thanksgiving - If you're in the USA! -- Jason :)

[@hhenne]

there is no "file".. only home, view and help..

[@JasonBagnell]

Hi! You're probably using the "New Outlook" version that does *not* support exporting/importing PST files (yet). You might see a button in the upper right corner that allows you to switch back to the Old Classic version of Outlook. If so, click it and then everything will work like it does in my video. Thanks! -- Jason

[@hhenne]

@@JasonBagnell oh, what a quick and unexpected answer... thank you very much. yes, it was due to the new version, but even after switching to the old version, i couldn't find an export function... (i use whatever was integrated in win10 at that time to synchronize the calendar with googleaccount/android). the goal was to backup an old email account, which is not linked to outlook yet. so i ended up using thunderbird, which (after a few extra ticks) has now stored a decent offline copy. in any case, thanks for the quick feedback.

[@varshadusad537]

There is no option of file in Outlook 2021

[@JasonBagnell]

Hi! The "New" version of Microsoft Outlook no longer has the "Export" function. You might be able to click the button in the upper right corner of Outlook to switch back to the Classic version if it's there. Thanks -- Jason

[@varshadusad537]

@@JasonBagnellthanks but it requires money isn't there any there option

[@JasonBagnell]

Hi! Well, you could install the older "Classic" version of Microsoft Outlook or use a different E-Mail program that has a built-in Export/Import function. There are also 3rd party programs that are designed to connect to your Mailbox and back everything up, but those are also paid programs. Nowadays, most E-mail accounts are accessed using IMAP or through an Exchange Server connection. All of the E-mail messages and folders are stored on the mail server and the mail clients (Outlook, your phone, tablet, laptop) simply synchronize to that dataset. Most mail servers don't, however, give you a backup/restore option unless you pay them extra to add that feature to your account. As long as the data in your mailbox isn't removed from the server, you're OK. If a hacker broke into your E-mail account and deleted everything, there's not much you can do unless you are paying for your E-Mail provider for the backup option or if you beg and plead with the E-mail hosting company to help you. Microsoft Exchange accounts do have the ability to "Recover Deleted Items From Server", where it will let you "Undelete" messages that have been deleted from the "Deleted Items" folder for up to 30 days (usually). I don't consider that a "Backup" but it's nice to know that it is there. There are websites that sell software at a big discount. You could look into finding the best deal you can and then buy a license to use Office 2021 Pro Plus, which includes Outlook (classic). www.gamers-outlet.net I hope you find this information helpful! -- Jason

[@orangerecords_studio]

mine is Grayed out !! why ?

[@JasonBagnell]

Hi! What part is grayed out? Could you tell me a timestamp in the video that shows the screen you're talking about? I'll try to help if I can. Thanks -- Jason

[@rhondae8222]

I don't use Outlook because it's a part of Microsoft.