Outlook Backup allows customers to perform various operations with PST files. Typical operations include migrating mailboxes to Intermedia as well as backup and restore operations. In order to use Outlook Backup, customers must log in to HostPilotĀ® Control Panel with account owner credentials or as a technical administrator with access to the Outlook Backup module. The Outlook Backup module is enabled for Technical Administrators who already have access to Exchange > Outlook Backup module.

Important: Outlook Backup is not available for OWA-Only and POP/IMAP mailboxes. Exchange mailboxes must not be hidden from Global Address List.

Backup Storage

  • Outlook Backup uses separate storage to keep the PST files, which is located on the FTP server and not the Exchange server. You may connect to the FTP sever via FTP client. Read the Knowledge Base article on Outlook Backup Storage Management for more information.
  • Customers can upload their own PST files and assign them to a particular mailbox.
  • Customers can purchase additional disk space on the Storage Management page: HostPilot > Services > Outlook Backup > Storage Management. 
  • If the disk space is exceeded, our system will add additional disk space to your account automatically. Administrator should receive notification on this. Charges for the additional disk space will apply on the fifth day after additional disk space has been added.

To decrease the additional disk space for the account:

  1. Delete PST files from the account by selecting them in checkboxes, and clicking on Delete.
    Note: Outlook Backup disk space is calculated once per day during night hours. If you remove a PST file, the correct disk space value will show up only by the next day.
  2. The next day, open Services > Outlook Backup > Storage Management.
  3. Select the desired value from the dropdown menu next to Purchased Additional Disk Space.
  4. Save changes

Backup Storage

Uploading/downloading PST files

To upload PST files:

  1. Go to HostPilot > Services > Outlook Backup > Backups > press Upload Backups button.
    Please note that Upload Backups button is not available on Mac machines.
    Upload Backups
  2. Select to Run the file, allow program to make changes to your computer.
  3. In the Uploader window click on Select Files to Upload button:
    Uploader Tool
  4. On your computer, select the file and press Open button.
  5. The file will appear in the list of backups in Outlook Backup.

To download PST file:

  1. Go to HostPilot > Services > Outlook Backup > Backups
  2. Click on the arrow in Download column next to the file you want to download.
    Backup List
  3. Select the location on your machine to download file to and click Download button. 

Note: You may use FileZilla or another FTP client to download and upload multiple PST files. Read the Knowledge Base article on How Do I Use FileZilla To Upload/Download Multiple PST files? for more information.

Creating Backups 


  • There is a hard limit set for creating backups in Outlook Backup service - 100 GB. Read the Knowledge Base article on How To Back Up A Large Mailbox for more information how to create a backup for mailbox bigger than 100 GB.
  • When a backup is created, the notification is being sent only to the account administrator. The end-user will not receive the notification. 
  • PST file size is calculated once a day during maintenance. After you a new backup is created, it might take up to 24 hours for the correct size to be displayed.
  • If the creation of mailbox backup fails repeatedly and the mailbox size is lower than 50 GB — contact Support.
  1. Go to HostPilot > Services > Outlook Backup > Create Backup
    Create Backup
  2. Specify backup details:
    Select backup type:
    • Monthly
    • Weekly
    • One-time
    Select folders for the backup:
    • Full backup
    • Calendar/Contacts/Inbox/Sent Items/Tasks/Notes/Deleted Items
    Date range: specify time period for the Outlook Backup
    Add mailboxes to backup: select mailboxes that will be backed up
  3. Press Backup button.
    Backup setup

Note: you can backup multiple mailboxes on the Create Backup page.

Managing PST files

PST files can be managed on the Backups page: HostPilot > Services > Outlook Backup > Backups:

  • Uploaded PST files can be assigned to mailboxes. To assign PST to mailbox, click Assign next to the file, select mailbox from the list, and click Select.
  • A PST file can be reassigned to a different mailbox. To reassign a PST file, select the box next to the file and click Reassign. Then select another mailbox in the list to assign file to, click Select.
  • PST files assigned to a particular mailbox can be restored to it. To do this select the box next to the file and click Restore.
  • Restored PST files can be removed from Outlook Backup after you verify that restoration was completed with no errors. When you remove a restored PST file from Outlook Backup, it doesn't affect existing mailbox data. 


Backup and restore operations can be full, or they can have limiting options such as applying the operation only to particular folders, specified date ranges, or messages with certain subjects.
Restore options

Important: Restore operation will merge items in the selected folder. In order to open a PST file without merge, please select Download option and open that PST fille.

PST file status

  • Uploading: PST file is being uploaded and is not available for managing.
  • Queued: Backup or restore operation was requested for this PST file and it was put in the queue.
  • Backing Up: Backup creation for a mailbox is in process.
  • Restoring: PST file is being restored to a mailbox.
  • Unassigned: PST file is not associated with a mailbox.
  • Available: PST file was successfully uploaded or created using the backup operation and is ready to be managed.
  • Failed: Backup or restore operation with the PST file failed. Read the Knowledge Base article on Why does the restore operation with the PST file fail in Outlook Backup? for more information.