How to back up and restore my MS Outlook Personal Folder file?

The Personal Folder file (.pst / PST) is the place where Outlook stores its data. Each Personal Folder file contains all of your Outlook folders, including the Inbox, Calendar, and Contacts. You may have a single .pst file (usually called "Personal Folders" in the Folder List), and you may also have an additional .pst file that you use to archive messages (named "Archive Folders"). By backing up these PST files you will be backing up all your Outlook information.

Backup

  1. Find the location of the PST file
    • Open "Mail" from the Control Panel

      Open "Mail" from the Control Panel

       

    • Click "Data Files..."

      Click "Data Files..."

       

    • The location of the Personal Folders can be found

      check the location of the Personal Folders

       

    • Write this path down and navigate to the designated folder

       

  2. Back up the files.
    • Within the folder you should find an outlook.pst file. Copy this file to removable media (e.g. Flash Disk, DVD or other backup media). If you archive your email, be sure to backup the archive.pst file as well.
    • The table below lists key Outlook files that you may want to back up in addition to your Personal Folder(s). You will need to completely exit Outlook prior to copying these files. Depending upon your configuration some or all of these files may be present in your Outlook directory.
      Type of File Name or Extension
      Personal Folders .pst files
      Outlook Bar shortcuts .fav files
      Rules Wizard rules .rwz files
      Nicknames .nick files
      Customized toolbar settings outcmd.dat
      Customized system folder views Views.dat
      Macros and VBA programs VbaProject.otm
      Signatures .rtf, .htm, and .txt files
      Stationary .htm files
      Templates .oft files
      Dictionary .dic files
      Stores a reference to which extensions (addins) you have loaded. extend.dat files

Restore

  • If you have followed the steps above to backup your Outlook data, restoring is simple. All you do is copy the backup PST file(s) into the folder that you located when you initially backed up your work.
  • Keep in mind that if you overwrite your existing PST file with your backup PST file, any new data since the time of the backup will be deleted. If you have recent data that is not on the backup copy of your PST file and you don't want to loose the recent data, then you can use the "Import" command to add data instead of overwriting data.
    • Inside MS Outlook, click "Import" in the item "Open" of the File Menu

      click "Import" in the item "Open" of the File Menu

       

    • Highlight "Import from another program or file" and click "Next"

      select "Import from another program or file"

       

    • Highlight "Outlook Data File (.pst)" and click "Next"

      select "Outlook Data File (.pst)"

       

    • Browse to the PST file that you desire to import, and click "Next"

      Browse to the PST file that you desire to import

       

    • If needed, repeat the process for other PST files such as your archive.pst

Return to Microsoft Outlook 2010 FAQ page

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