{"id":44122,"date":"2023-11-08T14:53:41","date_gmt":"2023-11-08T21:53:41","guid":{"rendered":"http:\/\/cirasync.com\/?p=44122"},"modified":"2026-08-06T18:05:30","modified_gmt":"2026-08-07T01:05:30","slug":"back-up-outlook-emails","status":"publish","type":"post","link":"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/","title":{"rendered":"7 Ways to Back Up Outlook Emails In 2026!"},"content":{"rendered":"<p>Being a complete email and calendar app, <a href=\"https:\/\/cirasync.com\/blog-articles\/microsoft-outlook\/\">Outlook<\/a> also allows you to back up emails.<\/p>\n<p>Outlook users can thus save Outlook emails in bulk and have a copy of important emails, which can be useful for data migration, archiving, or recovery. Let\u2019s show you seven ways to export or back up Outlook emails.<\/p>\n<p><strong>Key Takeaways:<\/strong><\/p>\n<ul>\n<li>There are seven popular ways to back up Outlook emails: 1) Export them through Outlook Data File (.pst), 2) Use drag and drop, 3) To another email account like Gmail, 4) Exporting them to Microsoft Excel, 5) To your Mac, 6) to Flash Drive\/USB or Hard Drive, and 7. automatically<\/li>\n<li>To back up Outlook emails as Data File PST, go to File &gt; Options &gt; Advanced &gt; Scroll down to the Export category &gt; Export &gt; Finish.<\/li>\n<li>To back up Outlook emails to Excel i<span style=\"font-weight: 400;\">n classic Outlook, go to <\/span><b>File &gt; Open &amp; Export &gt; Import\/Export<\/b><span style=\"font-weight: 400;\"> \u2192 <\/span><b>Export to a file<\/b><span style=\"font-weight: 400;\"> \u2192 <\/span><b>Outlook Data File (.pst)<\/b><span style=\"font-weight: 400;\"> \u2192 select the account (tick <\/span><b>Include subfolders<\/b><span style=\"font-weight: 400;\"> to capture Inbox, Calendar, Contacts and Tasks) \u2192 <\/span><b>Browse<\/b><span style=\"font-weight: 400;\"> to a save location \u2192 <\/span><b>Finish<\/b><span style=\"font-weight: 400;\">. You&#8217;ll be offered an optional password to encrypt the .pst.<\/span><\/li>\n<\/ul>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#TLDR_%E2%80%93_How_to_Back_Up_Outlook_Emails_2026\" >TL;DR &#8211; How to Back Up Outlook Emails (2026)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#New_Outlook_vs_Classic_Outlook_What_Works_Where\" >New Outlook vs Classic Outlook What Works Where<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Does_Microsoft_Back_Up_Your_Outlook_Email_No_%E2%80%93_and_Heres_What_That_Means\" >Does Microsoft Back Up Your Outlook Email? (No &#8211; and Here&#8217;s What That Means)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Real_Backup_Options_for_Outlook_Beyond_PST\" >Real Backup Options for Outlook (Beyond PST)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Method_1_Backup_Outlook_Emails_Outlook_Data_File_PST\" >Method #1 Backup Outlook Emails (Outlook Data File PST)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Method_2_Backup_Outlook_365_Emails_Using_Drag_and_Drop\" >Method #2 Backup Outlook 365 Emails Using Drag and Drop<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Method_3_Backup_Outlook_Emails_to_Gmail\" >Method #3 Backup Outlook Emails to Gmail<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Method_4_Backup_Outlook_Emails_to_Microsoft_Excel\" >Method #4 Backup Outlook Emails to Microsoft Excel<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Method_5_How_to_Backup_Outlook_Emails_on_Your_Mac\" >Method #5 How to Backup Outlook Emails on Your Mac<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Method_6_Backup_Outlook_Emails_to_a_Flash_DriveUSB_or_Hard_Drive\" >Method #6 Backup Outlook Emails to a Flash Drive\/USB (or Hard Drive)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Method_7_Archive_old_mail_automatically_AutoArchive_%E2%80%93_classic_Outlook_only\" >Method #7 Archive old mail automatically (AutoArchive &#8211; classic Outlook only)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Why_Backup_Outlook_Emails\" >Why Backup Outlook Emails?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#How_to_Restore_Outlook_Emails_from_a_Backup\" >How to Restore Outlook Emails from a Backup<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#What_is_a_PST_file_in_Outlook\" >What is a PST file in Outlook?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Best_Practices_for_Email_Backups\" >Best Practices for Email Backups<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#1_Perform_Regular_Backups\" >1. Perform Regular Backups<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#2_Use_Secure_Storage_Solutions\" >2. Use Secure Storage Solutions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#3_Restore_Your_Backup_Often\" >3. Restore Your Backup Often<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#4_Manage_Storage_Space\" >4. Manage Storage Space<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Which_Backup_Method_Should_You_Use\" >Which Backup Method Should You Use?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Conclusion\" >Conclusion<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#FAQ\" >FAQ<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Can_I_back_up_all_my_emails_from_Outlook\" >Can I back up all my emails from Outlook?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Can_you_back_up_Outlook_emails_to_an_external_hard_drive\" >Can you back up Outlook emails to an external hard drive?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#How_do_I_retrieve_all_my_Outlook_emails\" >How do I retrieve all my Outlook emails?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Where_Are_All_My_Outlook_Emails_Stored\" >Where Are All My Outlook Emails Stored?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Does_Microsoft_back_up_my_Outlook_emails\" >Does Microsoft back up my Outlook emails?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#How_do_I_export_a_PST_in_the_new_Outlook\" >How do I export a PST in the new Outlook?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-29\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Why_cant_I_find_ImportExport_in_my_Outlook\" >Why can&#8217;t I find Import\/Export in my Outlook?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-30\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Is_a_PST_file_a_real_backup\" >Is a PST file a real backup?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-31\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Whats_the_difference_between_archiving_and_backing_up_Outlook\" >What&#8217;s the difference between archiving and backing up Outlook?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-32\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#How_long_does_Microsoft_365_keep_deleted_emails\" >How long does Microsoft 365 keep deleted emails?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-33\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#How_much_does_Microsoft_365_Backup_cost\" >How much does Microsoft 365 Backup cost?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-34\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Can_I_password-protect_an_Outlook_backup\" >Can I password-protect an Outlook backup?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-35\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/#Where_are_Outlook_emails_stored_on_my_computer\" >Where are Outlook emails stored on my computer?\u00a0<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"TLDR_%E2%80%93_How_to_Back_Up_Outlook_Emails_2026\"><\/span>TL;DR &#8211; How to Back Up Outlook Emails (2026)<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Quick answer:<\/b><span style=\"font-weight: 400;\"> In <\/span><b>classic Outlook<\/b><span style=\"font-weight: 400;\">, go to File &gt; Open &amp; Export &gt; Import\/Export &gt; Export to a file &gt; Outlook Data File (.pst), tick <\/span><b>Include subfolders<\/b><span style=\"font-weight: 400;\">, and save. In the new<\/span><b> Outlook<\/b><span style=\"font-weight: 400;\">, go to Settings &gt; Files &gt; Export &gt; Get started. To <\/span><b>restore<\/b><span style=\"font-weight: 400;\"> a .pst you must use classic Outlook &#8211; new Outlook can&#8217;t import.<\/span><\/p>\n<p><b>The catch most guides skip:<\/b><span style=\"font-weight: 400;\"> Microsoft does <\/span><b>not<\/b><span style=\"font-weight: 400;\"> back up your mail. Under its Shared Responsibility Model, Microsoft keeps the service running; you protect the data. Exchange Online holds deleted items 14\u201330 days, then they&#8217;re gone.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Method<\/b><\/td>\n<td><b>Protects against<\/b><\/td>\n<td><b>Cost<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">PST export<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Accidental deletion you notice<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Free<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Microsoft 365 Backup<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Deletion, ransomware (1-yr retention)<\/span><\/td>\n<td><span style=\"font-weight: 400;\">$0.15\/GB\/mo<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Third-party backup<\/span><\/td>\n<td><span style=\"font-weight: 400;\">+ Teams, Entra ID, long retention<\/span><\/td>\n<td><span style=\"font-weight: 400;\">$2\u2013$7\/user\/mo<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">AutoArchive<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Nothing &#8211; it moves, doesn&#8217;t copy<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Free<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2><span class=\"ez-toc-section\" id=\"New_Outlook_vs_Classic_Outlook_What_Works_Where\"><\/span>New Outlook vs Classic Outlook: What Works Where<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">&#8222;Which Outlook you&#8217;re using changes everything about backing up. If you see a &#8218;New Outlook&#8216; toggle in the top-right corner, you&#8217;re in new Outlook.<\/span><\/p>\n<p><b>In the new Outlook for Windows:<\/b><span style=\"font-weight: 400;\"> export works, but the path moved. Go to Settings &gt; Files &gt; Export, select Get started, and follow the wizard to choose the mailbox or specific folders.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Two important limits: importing a mailbox or calendar from a .pst is not supported in new Outlook &#8211; you have to use classic Outlook to restore. And new Outlook can open a .pst only to browse and drag out mail items; calendar and contacts inside a .pst aren&#8217;t accessible there. Password-protected PST export isn&#8217;t available from new Outlook either &#8211; if you need the file encrypted, export from classic Outlook or store the PST inside an encrypted container.<\/span><\/p>\n<p><b>In classic Outlook:<\/b><span style=\"font-weight: 400;\"> the full Import\/Export wizard is available &#8211; File &gt; Open &amp; Export &gt; Import\/Export &#8211; for both export and import. This is still the most reliable way to make a portable, self-contained backup.<\/span><\/p>\n<p><b>The practical rule for 2026:<\/b><span style=\"font-weight: 400;\"> back up from whichever client you use, but keep classic Outlook installed for restores. Classic Outlook ships with Microsoft 365 subscriptions that include desktop apps &#8211; if new Outlook is running, switch the toggle off, let the accounts sync, and use the import wizard there.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Does_Microsoft_Back_Up_Your_Outlook_Email_No_%E2%80%93_and_Heres_What_That_Means\"><\/span>Does Microsoft Back Up Your Outlook Email? (No &#8211; and Here&#8217;s What That Means)<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The most common assumption about Microsoft 365 is also the most expensive one. Microsoft runs high-availability and disaster-recovery infrastructure to keep the service online &#8211; but that&#8217;s resilience, not backup. Under Microsoft&#8217;s <\/span><b>Shared Responsibility Model<\/b><span style=\"font-weight: 400;\">, Microsoft owns the infrastructure and you own the data. Microsoft&#8217;s own Service Agreement goes further and explicitly recommends using third-party applications to back up data stored in Microsoft 365.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">What that means in practice:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Deleted items don&#8217;t wait for you. Exchange Online retains deleted items for roughly 14\u201330 days by default; SharePoint and OneDrive recycle bins hold 93 days. After that, it&#8217;s gone.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Retention is not backup. A retention policy prevents deletion for a period &#8211; it preserves data in place, inside the same tenant it&#8217;s meant to protect. A backup is an independent, restorable copy you control.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Replication is not backup. Deleted and corrupted data replicates as deleted and corrupted.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Departing employees are the quiet killer. When an account is disabled, Microsoft starts a countdown on the mailbox and OneDrive. Exchange Online Archiving doesn&#8217;t save you &#8211; the archive mailbox is tied to the licence and disappears when the licence is reclaimed.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Ransomware clears the safety nets. Attackers typically empty recycle bins on entry, and some variants delete version history before encrypting.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Real_Backup_Options_for_Outlook_Beyond_PST\"><\/span>Real Backup Options for Outlook (Beyond PST)<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<table>\n<tbody>\n<tr>\n<td><b>Option<\/b><\/td>\n<td><b>What it protects<\/b><\/td>\n<td><b>Retention<\/b><\/td>\n<td><b>Cost<\/b><\/td>\n<td><b>Best for<\/b><\/td>\n<\/tr>\n<tr>\n<td><b>Manual PST export<\/b><\/td>\n<td><span style=\"font-weight: 400;\">One mailbox, one point in time<\/span><\/td>\n<td><span style=\"font-weight: 400;\">However long you keep the file<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Free<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Individuals, migrations, one-offs<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Microsoft 365 Backup<\/b><span style=\"font-weight: 400;\"> (native)<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Exchange, OneDrive, SharePoint<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Up to 365 days<\/span><\/td>\n<td><span style=\"font-weight: 400;\">$0.15\/GB\/month<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Small tenants; low data per user<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Third-party<\/b><span style=\"font-weight: 400;\"> (Veeam, AvePoint, Datto, Acronis, Keepit, Druva)<\/span><\/td>\n<td><span style=\"font-weight: 400;\">+ Teams chat, Entra ID, Planner<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Years (7+ available)<\/span><\/td>\n<td><span style=\"font-weight: 400;\">$2\u2013$7\/user\/month<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Compliance, ransomware, long retention<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Retention \/ litigation hold<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Compliance preservation only<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Policy-defined<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Included<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Legal hold &#8211; not backup<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2><span class=\"ez-toc-section\" id=\"Method_1_Backup_Outlook_Emails_Outlook_Data_File_PST\"><\/span>Method #1: Backup Outlook Emails (Outlook Data File PST)<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><a href=\"https:\/\/www.microsoft.com\/en\/microsoft-365\/outlook\/email-and-calendar-software-microsoft-outlook\">Outlook<\/a> provides an option to export your emails, calendar, and tasks to a .pst file. This file can then be imported to another email account or used as a backup.<\/p>\n<p>The process involves selecting the desired email account in Outlook and exporting the items to a .pst file. When Outlook exports to a .pst, it creates a copy, ensuring nothing is removed from Outlook.<\/p>\n<p>Use the following steps to back up Outlook emails to a .pst file:<\/p>\n<p><span style=\"font-weight: 400;\">In classic Outlook, go to <\/span><b>File &gt; Open &amp; Export &gt; Import\/Export<\/b><span style=\"font-weight: 400;\"> \u2192 <\/span><b>Export to a file<\/b><span style=\"font-weight: 400;\"> \u2192 <\/span><b>Outlook Data File (.pst)<\/b><span style=\"font-weight: 400;\"> \u2192 select the account (tick <\/span><b>Include subfolders<\/b><span style=\"font-weight: 400;\"> to capture Inbox, Calendar, Contacts and Tasks) \u2192 <\/span><b>Browse<\/b><span style=\"font-weight: 400;\"> to a save location \u2192 <\/span><b>Finish<\/b><span style=\"font-weight: 400;\">. You&#8217;ll be offered an optional password to encrypt the .pst.<\/span><\/p>\n<p>Recommended reading: <a href=\"http:\/\/cirasync.com\/support\/how-to-add-an-email-account-to-microsoft-outlook\/\">How to Add an Email Account to Outlook?<\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Method_2_Backup_Outlook_365_Emails_Using_Drag_and_Drop\"><\/span>Method #2: Backup Outlook 365 Emails Using Drag and Drop<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>One of the best ways to back up emails from Outlook is by using the drag-and-drop method.<\/p>\n<p>You open the desired email folder in Outlook, select the emails, and simply drag the selected emails and drop them into a local folder on your computer, creating a backup.<\/p>\n<p>1. Open Microsoft Outlook.<\/p>\n<p>2. Navigate to the email folder you want to back up.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-59538\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/08\/history-tool-tips.jpg\" alt=\"\" width=\"1233\" height=\"563\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/08\/history-tool-tips.jpg 1233w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/08\/history-tool-tips-980x447.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/08\/history-tool-tips-480x219.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1233px, 100vw\" \/> <img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-59544\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/How-to-back-up-outlook-emails.jpg\" alt=\"How to back up outlook emails\" width=\"855\" height=\"295\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/How-to-back-up-outlook-emails.jpg 855w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/How-to-back-up-outlook-emails-480x166.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 855px, 100vw\" \/> <img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-59548\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/back-up-outlook-emails.jpg\" alt=\"back up outlook emails\" width=\"1178\" height=\"198\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/back-up-outlook-emails.jpg 1178w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/back-up-outlook-emails-980x165.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/back-up-outlook-emails-480x81.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1178px, 100vw\" \/><\/p>\n<p>3. Select the emails you want to back up. Hold down the Ctrl key (or Command key on your Mac) while clicking on each email to select multiple emails.<\/p>\n<p>4. Drag the selected emails to a folder on your computer.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-59548\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/back-up-outlook-emails.jpg\" alt=\"back up outlook emails\" width=\"1178\" height=\"198\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/back-up-outlook-emails.jpg 1178w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/back-up-outlook-emails-980x165.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/back-up-outlook-emails-480x81.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1178px, 100vw\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Method_3_Backup_Outlook_Emails_to_Gmail\"><\/span>Method #3: Backup Outlook Emails to Gmail<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>For people who want to back up their Outlook emails to another email service like Gmail, the process involves adding Outlook and <a href=\"http:\/\/cirasync.com\/blog-articles\/how-to-access-gmail-with-outlook\/\">Gmail accounts to the Outlook<\/a> desktop app. <span style=\"font-weight: 400;\">Add both your Outlook and Gmail accounts to classic Outlook, then right-click the folder or messages \u2192 <\/span><b>Move &gt; Copy to Folder<\/b><span style=\"font-weight: 400;\"> \u2192 select the Gmail folder \u2192 <\/span><b>OK<\/b><span style=\"font-weight: 400;\">.<\/span>.<\/p>\n<p>Export your Outlook emails to Gmail using the steps below:<\/p>\n<p>1. Navigate to the File tab in Microsoft Outlook.<\/p>\n<p>2. Click Add Account to add your Gmail account.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-44260\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Click-Add-Account-1024x438.jpg\" alt=\"Click Add Account\" width=\"1024\" height=\"438\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Click-Add-Account-1024x438.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Click-Add-Account-980x419.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Click-Add-Account-480x205.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/p>\n<p>3. Follow the prompts to complete the Gmail setup.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-44264\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Sign-into-your-account-1024x684.png\" alt=\"Sign into your account\" width=\"1024\" height=\"684\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Sign-into-your-account-1024x684.png 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Sign-into-your-account-980x654.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Sign-into-your-account-480x321.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/p>\n<p>4. Once both accounts (Outlook and Gmail) are added, right-click on the desired Outlook folder or individual emails.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-44272\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Add-the-account.jpg\" alt=\"Add the account\" width=\"679\" height=\"765\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Add-the-account.jpg 679w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Add-the-account-480x541.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 679px, 100vw\" \/><\/p>\n<p>5. Choose Move &gt; Copy to Folder.<\/p>\n<p>6. Select the corresponding folder in your Gmail account.<\/p>\n<p>7. Click OK.<\/p>\n<p>Recommended reading: <a href=\"http:\/\/cirasync.com\/blog-articles\/how-to-create-a-contact-group-in-microsoft-outlook\/\">How to Create a Contact Group in Outlook?<\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Method_4_Backup_Outlook_Emails_to_Microsoft_Excel\"><\/span>Method #4: Backup Outlook Emails to Microsoft Excel<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Although Outlook is primarily an email client, it offers flexibility in exporting email data to other Microsoft products like Excel. This method is useful for users who wish to analyze their email data or maintain a structured record of their communications.<\/p>\n<p>Use the following steps to <a href=\"http:\/\/cirasync.com\/blog-articles\/office-365-best-practices\/how-to-export-outlook-contacts-excel\/\">back up your Outlook emails to Excel<\/a>:<\/p>\n<p>1. Open Microsoft Outlook.<\/p>\n<p>2. Go to the File tab &gt; Options &gt; Advanced.<\/p>\n<p>3. Click on Export.<\/p>\n<p>4. Choose Export to a file and click Next.<\/p>\n<p>5. <span style=\"font-weight: 400;\">Select <\/span><b>Comma Separated Values<\/b><span style=\"font-weight: 400;\">, choose the folder, save the .csv, then open it in Excel.<\/span><\/p>\n<p>6. Choose the email folder you wish to export.<\/p>\n<p>7. Click Next.<\/p>\n<p>8. Choose a location to save your Excel file and provide a name.<\/p>\n<p>9. Click Finish.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Method_5_How_to_Backup_Outlook_Emails_on_Your_Mac\"><\/span><span style=\"font-weight: 400;\">Method #5: How to Backup Outlook Emails on Your Mac<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Outlook for Mac allows users to back up their emails similarly to Windows, though the steps may slightly differ due to the platform difference. The backup will be a .olm file, which can contain emails, contacts, or calendar events.<\/p>\n<p>You can backup your Outlook emails to your Mac computer in the following steps:<\/p>\n<p>1. Launch the Outlook application on your Mac.<\/p>\n<p>2. Navigate to the top menu bar and click \u201cTools\u201d, then select &#8222;Export.&#8220;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-44276\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Select-Export-in-the-Tools-menu.png\" alt=\"Select Export in the Tools menu\" width=\"542\" height=\"950\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Select-Export-in-the-Tools-menu.png 542w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Select-Export-in-the-Tools-menu-480x841.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 542px, 100vw\" \/><\/p>\n<p>3. In the navigation pane &#8222;what do you want to export,&#8220; select &#8222;Emails&#8220; and click &#8222;Continue.&#8220;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-44297\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Select-the-file-type-you-want-to-export-1024x648.png\" alt=\"Select the file type you want to export\" width=\"1024\" height=\"648\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Select-the-file-type-you-want-to-export-1024x648.png 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Select-the-file-type-you-want-to-export-980x620.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Select-the-file-type-you-want-to-export-480x304.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/p>\n<p><strong>Note:<\/strong> Outlook may prompt you to choose a format. For most backups, the .olm format is appropriate.<\/p>\n<p>4. Select a location on your Mac where you want to save the backup file.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-44302\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Name-your-Save-file-and-select-a-location-to-save-to-on-your-Mac-1024x646.png\" alt=\"Name your Save file and select a location to save to on your Mac\" width=\"1024\" height=\"646\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Name-your-Save-file-and-select-a-location-to-save-to-on-your-Mac-1024x646.png 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Name-your-Save-file-and-select-a-location-to-save-to-on-your-Mac-980x618.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Name-your-Save-file-and-select-a-location-to-save-to-on-your-Mac-480x303.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/p>\n<p>5. Click &#8222;Finish&#8220; to start the export\/backup process.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-44306\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Click-Finish-1024x655.png\" alt=\"Click Finish\" width=\"1024\" height=\"655\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Click-Finish-1024x655.png 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Click-Finish-980x627.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/Click-Finish-480x307.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Method_6_Backup_Outlook_Emails_to_a_Flash_DriveUSB_or_Hard_Drive\"><\/span><span style=\"font-weight: 400;\">Method #6: Backup Outlook Emails to a Flash Drive\/USB (or Hard Drive)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Backing up your emails to a flash drive or an external hard drive is a convenient way to save an offline copy of all your emails.<\/p>\n<p>This becomes especially useful when transitioning between computers or safeguarding against unforeseen issues. Backing up Outlook emails to a hard drive is essentially the same as backing up to a flash drive or USB.<\/p>\n<p>To backup your Outlook emails to an external device, simply follow the steps in <strong>Backup Outlook Emails (Outlook Data File PST)<\/strong> for Windows users, or <strong>How to Backup Outlook Emails on Your Mac<\/strong> and copy the respective <strong>.pst<\/strong> or <strong>.olm<\/strong> files to your external device for safekeeping.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Method_7_Archive_old_mail_automatically_AutoArchive_%E2%80%93_classic_Outlook_only\"><\/span><span style=\"font-weight: 400;\">Method #7: Archive old mail automatically (AutoArchive &#8211; classic Outlook only)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Important: AutoArchive moves items rather than copying them, so it isn&#8217;t a backup. If the PST is lost or corrupted, the mail is gone from both places.<\/span><\/p>\n<p>Backing up your Outlook emails automatically is a practical way to ensure your data is safe. Here\u2019s a straightforward guide on how to set up automatic backups in Outlook:<\/p>\n<p>1. To create an Outlook Data File (PST), open Outlook, and navigate to the \u201cFile\u201d menu.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-46897\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-on-file.jpg\" alt=\"click on file\" width=\"297\" height=\"264\" \/><\/p>\n<p><span style=\"font-weight: 400;\">2. Choose \u201cAccount Settings\u201d &gt; \u201cAccount<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-46901\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-on-account-settings.jpg\" alt=\"click on account settings\" width=\"627\" height=\"293\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-on-account-settings.jpg 627w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-on-account-settings-480x224.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 627px, 100vw\" \/><\/p>\n<p><span style=\"font-weight: 400;\">3. Click \u201cSettings\u201d again, then select the \u201cData Files\u201d tab.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-46905\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/data-files.png\" alt=\"data files\" width=\"648\" height=\"405\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/data-files.png 648w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/data-files-480x300.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 648px, 100vw\" \/><\/p>\n<p>4. Click on \u201cAdd\u201d to create a new PST file and follow the prompts to name and save the file.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-46909\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-add-for-pst-file.png\" alt=\"click add for pst file\" width=\"678\" height=\"427\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-add-for-pst-file.png 678w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-add-for-pst-file-480x302.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 678px, 100vw\" \/><\/p>\n<p><span style=\"font-weight: 400;\">5. To set up AutoArchiving, remain in the \u201cFile\u201d menu, select \u201cOptions,\u201d and then choose \u201cAdvanced.\u201d<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-46921\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/select-options-and-advanced.jpg\" alt=\"select options and advanced\" width=\"632\" height=\"513\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/select-options-and-advanced.jpg 632w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/select-options-and-advanced-480x390.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 632px, 100vw\" \/><\/p>\n<p>6. Click on \u201cAutoArchive Settings.\u201d<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-on-auto-archive.jpg\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">7. Choose how often you want AutoArchive to run and set other preferences such as how old items should be before they are archived.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-46925\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/set-up-auto-archive-settings.jpg\" alt=\"set up auto archive settings\" width=\"357\" height=\"361\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/set-up-auto-archive-settings.jpg 357w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/set-up-auto-archive-settings-297x300.jpg 297w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/set-up-auto-archive-settings-45x45.jpg 45w\" sizes=\"(max-width: 357px) 100vw, 357px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">8. Ensure the \u201cMove old items to\u201d option points to the PST file you created.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-46929\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/move-old-items-to.jpg\" alt=\"move old items to\" width=\"355\" height=\"355\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/move-old-items-to.jpg 355w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/move-old-items-to-300x300.jpg 300w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/move-old-items-to-150x150.jpg 150w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/move-old-items-to-45x45.jpg 45w\" sizes=\"(max-width: 355px) 100vw, 355px\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Why_Backup_Outlook_Emails\"><\/span>Why Backup Outlook Emails?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Backing up Outlook emails is important to prevent data loss and secure emails because all email accounts are vulnerable. Moreover, when you switch to a new email service or migrate to a different email client, having backups of your old emails makes the transition smoother<\/p>\n<p>Finally, some industries and organizations are required to retain email records for a certain period to comply with legal or regulatory requirements. Backup copies can help you meet these obligations.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"How_to_Restore_Outlook_Emails_from_a_Backup\"><\/span>How to Restore Outlook Emails from a Backup<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Restoring your emails from a backup ensures that you can quickly recover your data in case of any errors or issues with Outlook. Below is a step-by-step guide.<\/span><\/p>\n<p>1. Open Outlook.<\/p>\n<p><span style=\"font-weight: 400;\">2. Go to <\/span>File &gt; Open &amp; Export &gt; Import\/Export<span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-59556\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/how-to-restore-outlook-emails-from-backuo.jpg\" alt=\"how to restore outlook emails from backuo\" width=\"612\" height=\"605\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/how-to-restore-outlook-emails-from-backuo.jpg 612w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/how-to-restore-outlook-emails-from-backuo-480x475.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 612px, 100vw\" \/><\/p>\n<p>3. Select Import from another program or file and click Next.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-59560\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/how-to-back-up-emails-from-outlook.jpg\" alt=\"how to back up emails from outlook\" width=\"429\" height=\"329\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/how-to-back-up-emails-from-outlook.jpg 429w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/how-to-back-up-emails-from-outlook-300x230.jpg 300w\" sizes=\"(max-width: 429px) 100vw, 429px\" \/><\/p>\n<p>4. Choose Outlook Data File (.pst) and browse to your backup file.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-59564\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/export-and-back-up-outlook-emails.jpg\" alt=\"export and back up outlook emails\" width=\"425\" height=\"329\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/export-and-back-up-outlook-emails.jpg 425w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/export-and-back-up-outlook-emails-300x232.jpg 300w\" sizes=\"(max-width: 425px) 100vw, 425px\" \/><\/p>\n<p>5. Select whether you want to:<\/p>\n<ul>\n<li>Replace duplicates<\/li>\n<li>Allow duplicates<\/li>\n<li>Skip duplicates<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-59552\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/restore-outlook-emails-from-backuo.jpg\" alt=\"restore outlook emails from backuo\" width=\"423\" height=\"323\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/restore-outlook-emails-from-backuo.jpg 423w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/restore-outlook-emails-from-backuo-300x229.jpg 300w\" sizes=\"(max-width: 423px) 100vw, 423px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">6. Pick the folder to import into (usually your main mailbox or Inbox).<\/span><\/p>\n<p>7. Click Finish.<\/p>\n<p><span style=\"font-weight: 400;\">Your backed-up emails will now appear in Outlook.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What_is_a_PST_file_in_Outlook\"><\/span>What is a PST file in Outlook?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A PST (Personal Storage Table) file is an Outlook data file that stores your emails, calendar events, and other items. It acts as a local archive and allows you to manage your email data.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Best_Practices_for_Email_Backups\"><\/span>Best Practices for Email Backups<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Protecting your data should be a primary concern for any computer user. Given the critical nature of email communications in both personal and professional realms, it\u2019s critical to have backup strategies for your emails.<\/p>\n<p>Below are a few best practices for email backup:<\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_Perform_Regular_Backups\"><\/span>1. Perform Regular Backups<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Regularly updating your backups ensures you have the most recent copy of your data safe and secure. Creating a schedule is a proactive way to keep your data backed up regularly.<\/p>\n<p>Depending on the volume of emails and changes you have, determine how often you should back up. Daily backups may be recommended for business users, while weekly might suffice for personal use. You can use reminders or even alarms to remind you to perform backups.<\/p>\n<p>Always have more than one backup and store them in different locations. This diversifies the risk and ensures that another can be used if one backup fails or becomes inaccessible.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Use_Secure_Storage_Solutions\"><\/span>2. Use Secure Storage Solutions<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>One simple method is to store your backup on an external hard drive. Ensure it&#8217;s encrypted and stored in a safe location. Alternatively, you can utilize cloud solutions such as OneDrive or Dropbox to provide accessibility from anywhere.<\/p>\n<p>Ensure you use strong passwords and two-factor authentication. Network-attached storage (NAS) might also be a good investment for businesses, offering centralized storage that can be accessed over a secure network.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_Restore_Your_Backup_Often\"><\/span>3. Restore Your Backup Often<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Every once in a while, you should try restoring from your backup to ensure the data is intact and retrievable. Keeping your Outlook and backup software updated ensures compatibility when performing a restore.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_Manage_Storage_Space\"><\/span>4. Manage Storage Space<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Instead of backing up every email, consider archiving older emails. Outlook has an Archiving feature that can reduce the size of your mailbox.<\/p>\n<p>Regularly saving and then removing large attachments from emails can also help to minimize the size of your backup. Lastly, always rotate and replace older backups with newer ones.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Which_Backup_Method_Should_You_Use\"><\/span><b>Which Backup Method Should You Use?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Need a one-off copy before switching computers? \u2192 <\/span><b>PST export<\/b><span style=\"font-weight: 400;\"> (classic Outlook, or new Outlook via Settings &gt; Files &gt; Export)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Need to restore a PST? \u2192 <\/span><b>classic Outlook<\/b><span style=\"font-weight: 400;\"> &#8211; new Outlook can&#8217;t import<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Small business, low data per user, want it simple? \u2192 <\/span><b>Microsoft 365 Backup<\/b><span style=\"font-weight: 400;\"> ($0.15\/GB\/month)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Need Teams chat, Entra ID, or 7-year retention? \u2192 <\/span><b>third-party<\/b><span style=\"font-weight: 400;\"> ($2\u2013$7\/user\/month)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Regulated industry \/ ransomware exposure? \u2192 <\/span><b>third-party stored outside the tenant<\/b><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Just need to shrink the mailbox? \u2192 <\/span><b>Archive<\/b><span style=\"font-weight: 400;\"> &#8211; but understand it&#8217;s not a backup<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In the digital age, emails often contain significant professional and personal information that individuals and businesses cannot afford to lose, as loss of vital communication can lead to both personal and professional setbacks. We hope this guide provided sufficient information on backing up, exporting, and restoring your Outlook emails. Using the simple steps in the methods mentioned above, you can confidently safeguard your emails and enjoy peace of mind.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"FAQ\"><\/span><span style=\"font-weight: 400;\">FAQ<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Can_I_back_up_all_my_emails_from_Outlook\"><\/span><strong>Can I back up all my emails from Outlook?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<div class=\"flex-1 overflow-hidden\">\n<div class=\"react-scroll-to-bottom--css-uwtdb-79elbk h-full\">\n<div class=\"react-scroll-to-bottom--css-uwtdb-1n7m0yu\">\n<div class=\"flex flex-col text-sm md:pb-9\">\n<div class=\"w-full text-token-text-primary\" dir=\"auto\" data-testid=\"conversation-turn-19\" data-scroll-anchor=\"true\">\n<div class=\"py-2 juice:py-[18px] px-3 text-base md:px-4 m-auto md:px-5 lg:px-1 xl:px-5\">\n<div class=\"mx-auto flex flex-1 gap-3 text-base juice:gap-4 juice:md:gap-5 juice:lg:gap-6 md:max-w-3xl lg:max-w-[40rem] xl:max-w-[48rem]\">\n<div class=\"group\/conversation-turn relative flex w-full min-w-0 flex-col agent-turn\">\n<div class=\"flex-col gap-1 md:gap-3\">\n<div class=\"flex flex-grow flex-col max-w-full\">\n<div class=\"min-h-[20px] text-message flex flex-col items-start whitespace-pre-wrap break-words [.text-message+&amp;]:mt-5 juice:w-full juice:items-end overflow-x-auto gap-2\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"c535a9e1-0d8f-498f-9c3b-3098999fc81e\">\n<div class=\"flex w-full flex-col gap-1 juice:empty:hidden juice:first:pt-[3px]\">\n<div class=\"markdown prose w-full break-words dark:prose-invert light\">\n<p>Yes, you can back up all your emails from Outlook. This is useful because it ensures you have a secure copy of your important communications, protects against data loss due to hardware failures or accidental deletions, and allows you to easily transfer or restore your emails to another device or Outlook account if needed. It also helps in managing and archiving emails to free up space in your email account or on your computer.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"Can_you_back_up_Outlook_emails_to_an_external_hard_drive\"><\/span><strong>Can you back up Outlook emails to an external hard drive?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<div class=\"flex-1 overflow-hidden\">\n<div class=\"react-scroll-to-bottom--css-uwtdb-79elbk h-full\">\n<div class=\"react-scroll-to-bottom--css-uwtdb-1n7m0yu\">\n<div class=\"flex flex-col text-sm md:pb-9\">\n<div class=\"w-full text-token-text-primary\" dir=\"auto\" data-testid=\"conversation-turn-17\" data-scroll-anchor=\"true\">\n<div class=\"py-2 juice:py-[18px] px-3 text-base md:px-4 m-auto md:px-5 lg:px-1 xl:px-5\">\n<div class=\"mx-auto flex flex-1 gap-3 text-base juice:gap-4 juice:md:gap-5 juice:lg:gap-6 md:max-w-3xl lg:max-w-[40rem] xl:max-w-[48rem]\">\n<div class=\"group\/conversation-turn relative flex w-full min-w-0 flex-col agent-turn\">\n<div class=\"flex-col gap-1 md:gap-3\">\n<div class=\"flex flex-grow flex-col max-w-full\">\n<div class=\"min-h-[20px] text-message flex flex-col items-start whitespace-pre-wrap break-words [.text-message+&amp;]:mt-5 juice:w-full juice:items-end overflow-x-auto gap-2\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"9c509ca4-02e7-4f83-8a28-bbfad0ebedda\">\n<div class=\"flex w-full flex-col gap-1 juice:empty:hidden juice:first:pt-[3px]\">\n<div class=\"markdown prose w-full break-words dark:prose-invert light\">\n<p>Yes, you can back up Outlook emails to an external hard drive. This provides a secure backup of your important emails, ensuring they are safe in case of computer failure or data loss. It also allows you to free up space on your computer and makes it easier to transfer your emails to a new device if needed<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"How_do_I_retrieve_all_my_Outlook_emails\"><\/span><strong>How do I retrieve all my Outlook emails?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>1. Open Outlook and go to &#8222;File&#8220; in the top-left corner.<\/p>\n<p>2. Select &#8222;Open &amp; Export&#8220; and choose &#8222;Import\/Export.&#8220;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-46938\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-import-export.jpg\" alt=\"click import export\" width=\"459\" height=\"473\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-import-export.jpg 459w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-import-export-291x300.jpg 291w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/click-import-export-45x45.jpg 45w\" sizes=\"(max-width: 459px) 100vw, 459px\" \/><\/p>\n<p>3. Choose &#8222;Import from another program or file&#8220; and click &#8222;Next.&#8220;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-46946\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/import-from-another-program.jpg\" alt=\"import from another program\" width=\"430\" height=\"331\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/import-from-another-program.jpg 430w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/import-from-another-program-300x231.jpg 300w\" sizes=\"(max-width: 430px) 100vw, 430px\" \/><\/p>\n<p>4. Select &#8222;Outlook Data File (.pst)&#8220; and click &#8222;Next.&#8220;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-46958\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/select-outlook-data-file.jpg\" alt=\"select outlook data file\" width=\"431\" height=\"327\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/select-outlook-data-file.jpg 431w, https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/select-outlook-data-file-300x228.jpg 300w\" sizes=\"(max-width: 431px) 100vw, 431px\" \/><\/p>\n<p>5. Click &#8222;Browse&#8220; and navigate to your PST file&#8217;s location. Select the file and click &#8222;Open.&#8220;<\/p>\n<p>6. Choose the appropriate option for handling duplicates and click &#8222;Next.&#8220;<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2023\/11\/browse-files-to-import.jpg\" alt=\"browse files to import\" \/><\/p>\n<p>7. Select the destination folder, usually the root folder (your email address), and ensure &#8222;Include subfolders&#8220; is checked. Click &#8222;Finish.&#8220;<\/p>\n<p>8. Outlook will begin importing your emails from the PST file.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Where_Are_All_My_Outlook_Emails_Stored\"><\/span><strong>Where Are All My Outlook Emails Stored?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Outlook emails are stored in different locations based on the type of account you are using. For Microsoft Exchange and IMAP accounts, emails are primarily stored on the mail server, with local copies kept in an Offline Outlook Data File (.ost) on your computer. The default location for these .ost files on Windows is within the user&#8217;s AppData folder.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Does_Microsoft_back_up_my_Outlook_emails\"><\/span><b>Does Microsoft back up my Outlook emails?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">No. Microsoft keeps the service running and holds deleted items for a short window (14\u201330 days in Exchange Online), but under the Shared Responsibility Model, protecting and recovering your data is your job. Microsoft&#8217;s Service Agreement explicitly recommends third-party backup.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_do_I_export_a_PST_in_the_new_Outlook\"><\/span><b>How do I export a PST in the new Outlook?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Settings &gt; Files &gt; Export &gt; Get started, then follow the wizard. Note you can&#8217;t import a PST back into the new Outlook &#8211; use classic Outlook to restore.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Why_cant_I_find_ImportExport_in_my_Outlook\"><\/span><b>Why can&#8217;t I find Import\/Export in my Outlook?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You&#8217;re likely in the new Outlook. The wizard is a classic-Outlook feature. Switch the &#8222;New Outlook&#8220; toggle off, or use Settings &gt; Files &gt; Export to export only.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Is_a_PST_file_a_real_backup\"><\/span><b>Is a PST file a real backup?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Only partially. It&#8217;s a point-in-time copy of one mailbox. It won&#8217;t protect against ransomware, a departed employee&#8217;s data purge, or anything you don&#8217;t notice before your next export.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Whats_the_difference_between_archiving_and_backing_up_Outlook\"><\/span><b>What&#8217;s the difference between archiving and backing up Outlook?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Archiving moves old mail out of the mailbox to reduce size; backup copies it to an independent, restorable location. AutoArchive moves &#8211; it doesn&#8217;t copy.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_long_does_Microsoft_365_keep_deleted_emails\"><\/span><b>How long does Microsoft 365 keep deleted emails?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Roughly 14\u201330 days by default in Exchange Online, depending on configuration. SharePoint and OneDrive recycle bins hold 93 days.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_much_does_Microsoft_365_Backup_cost\"><\/span><b>How much does Microsoft 365 Backup cost?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">About $0.15 per GB per month, with up to one year of retention, billed via Azure pay-as-you-go.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Can_I_password-protect_an_Outlook_backup\"><\/span><b>Can I password-protect an Outlook backup?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Yes from classic Outlook &#8211; you&#8217;re offered a password when creating the .pst. New Outlook&#8217;s export doesn&#8217;t yet support password-protected PSTs.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Where_are_Outlook_emails_stored_on_my_computer\"><\/span><b>Where are Outlook emails stored on my computer?<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Exchange and IMAP accounts keep a cached copy in an .ost file under your AppData folder. The .ost isn&#8217;t portable and can&#8217;t be used as a backup &#8211; only .pst can.<\/span><\/p>\n\n\n<script type=\"application\/ld+json\">\n{\n  \"@context\": \"https:\/\/schema.org\",\n  \"@type\": \"FAQPage\",\n  \"mainEntity\": [\n    {\n      \"@type\": \"Question\",\n      \"name\": \"Does Microsoft back up my Outlook emails?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"No. Microsoft maintains the service and provides limited retention for deleted items, typically 14\u201330 days in Exchange Online depending on configuration. Under the Shared Responsibility Model, protecting and recovering your Microsoft 365 data is the customer's responsibility. Microsoft recommends using third-party backup solutions for additional protection.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"How do I export a PST in the new Outlook?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"In the new Outlook, go to Settings > Files > Export > Get started and follow the export wizard. Keep in mind that the new Outlook does not currently support importing PST files back into Outlook. Use classic Outlook if you need to restore or import a PST file.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"Why can't I find Import\/Export in my Outlook?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"You are likely using the new Outlook experience. The traditional Import\/Export wizard is available in classic Outlook. You can switch off the New Outlook toggle to access it, or use Settings > Files > Export for supported export options.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"Is a PST file a real backup?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"A PST file is only a partial backup. It creates a point-in-time copy of mailbox data but does not provide continuous protection against ransomware, accidental deletion, employee departures, or data loss that occurs after the export was created.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"What's the difference between archiving and backing up Outlook?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"Archiving moves older emails out of the active mailbox to reduce mailbox size, while backup creates an independent copy that can be restored after data loss. Outlook AutoArchive moves emails but does not create a true backup.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"How long does Microsoft 365 keep deleted emails?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"Microsoft 365 Exchange Online typically keeps deleted emails for around 14\u201330 days by default, depending on mailbox settings and retention policies. SharePoint and OneDrive recycle bins retain deleted files for up to 93 days.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"How much does Microsoft 365 Backup cost?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"Microsoft 365 Backup pricing is approximately $0.15 per GB per month through Azure pay-as-you-go billing, with retention options of up to one year depending on configuration.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"Can I password-protect an Outlook backup?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"Yes. Classic Outlook allows you to set a password when creating a PST file. The new Outlook export feature does not currently support password-protected PST files.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"Where are Outlook emails stored on my computer?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"Exchange and IMAP accounts store cached mailbox data in an OST file located in the AppData folder. OST files are not portable and cannot be used as backups. PST files are the format used for manual mailbox exports.\"\n      }\n    }\n  ]\n}\n<\/script>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Being a complete email and calendar app, Outlook also allows you to back up emails. Outlook users can thus save Outlook emails in bulk and have a copy of important emails, which can be useful for data migration, archiving, or recovery. Let\u2019s show you seven ways to export or back up Outlook emails. Key Takeaways: [&hellip;]<\/p>\n","protected":false},"author":33,"featured_media":46650,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"page-cirablog2.php","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","_nextfly_llmd_date_locked":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[1459],"tags":[13444,36],"ppma_author":[13547],"class_list":["post-44122","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-support","tag-backup-emails","tag-outlook","rawdate-2023-11-08"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.0 (Yoast SEO v28.1) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Back Up Outlook Emails in 2026 (New &amp; Classic Outlook)<\/title>\n<meta name=\"description\" content=\"Back up Outlook emails in new Outlook, classic Outlook, and on Mac - plus why exporting a PST isn&#039;t a real backup and what Microsoft 365 actually retains.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/cirasync.com\/de\/support\/back-up-outlook-emails\/\/\" \/>\n<meta property=\"og:locale\" content=\"de_DE\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"7 Ways to Back Up Outlook Emails In 2026!\" \/>\n<meta property=\"og:description\" content=\"Back up Outlook emails in new Outlook, classic Outlook, and on Mac - 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