This article applies to Office 365 with Intermedia accounts only.

Outlook Backup allows customers to perform various operations with PST files. 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 page. 

Backup Storage 

Uploading PST files

Downloading PST files

Creating Backups 

Managing PST files

PST file status

Backup Storage

  • Outlook Backup uses separate storage to keep the PST files, which is located on the FTP server. You may connect to the FTP server via FTP client.
  • Total Outlook Backup disk space depends on a number of users with Outlook Backup service enabled and your package. It can be distributed among users regardless of the package.
    For example: you have 2 users with Outlook Backup service enabled and your plan includes 10 GB per user. The total storage which is included in your plan is 20 GB, however, a user 1 can occupy 18 GB and a user 2 can occupy 2 GB of the total disk space.
  • Customers can upload their own PST files and assign them to a particular mailbox.
  • Customers can change storage package on the Storage Management page: HostPilot > Services > Outlook Backup > Storage Management. 
  • If the usage exceeds the package, additional storage is added automatically. The account owner should receive a notification which includes information when charges for additional storage will be applied. 

To decrease the additional disk space for the account:

  1. Delete PST files from the account.
    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. To check the current status of your disk space, click Update link and then refresh the page.
  2. If a charge for the additional storage has been applied and you want to remove the additional storage, remove unnecessary PST files and then remove the additional storage via HostPilot: Services > Outlook Backup > Storage Management. Select the desired value from the drop-down menu next to Additional Storage.  
    Storage

Uploading PST files

To upload PST files:

  1. Go to HostPilot > Services > Outlook Backup > Users > press Upload PST file button.
    Note: Upload PST files button is not available on Mac machines.


  2. There are two tools which allow you to upload PST files:
    • Uploader tool: we do not recommend to use this tool if a PST file is larger than 1 GB.
      Click Download Uploader tool button.
      Select to Run the file, allow the program to make changes to your computer.
      In the Uploader window click on Select Files to Upload button.

      On your computer, select the file and press Open button.
      The file will appear on the list of unassigned backups in Outlook Backup.
    • FileZilla: this FTP client is recommended for large files or multiple files. 
      Read the Knowledge Base article on How do I use FileZilla to upload/download PST files? for more information.

You can upload different types of file to our FTP server. However, HostPilot displays PST files only.

Downloading PST files

To download PST files:

  1. Go to HostPilot > Services > Outlook Backup > Users.
  2. To download the recent backup click on the arrow next to a user. Date and time are specified in your local time zone.
    To download previous backup files, click View all backups next to a user. Then click on a PST file in question.
  3. Select the location on your machine to download a file to and click Download button.

Note: we recommend to use FileZilla or another FTP client to download a large file or multiple files.
Read the Knowledge Base article on How do I use FileZilla to upload/download PST files? for more information.

Creating Backups

  1. Go to HostPilot > Services > Outlook Backup > Users.
  2. Select a checkbox next to a user and click Backup button.
  3. Specify backup details:
    Select backup type: Monthly, Weekly, One-time backup

    Select folders for the backup:
    Backup all types of data ( full mailbox backup) or Inbox/Sent Items/Deleted Items/Calendar/Contacts/Tasks/Notes

    Data range: 
    All data/ for the last 2 years/for the last year/ for the last month/custom 
  4. Click Create backup button.

Notes: 

  • Partial backup is available if a mailbox regional settings are set to English language.
  • Outlook Backup is available for users' mailboxes only. Outlook backup cannot be created for Resource mailboxes.
  • Date and time in Recent backup column are specified in your local time zone.

Managing PST files 

PST files can be managed via HostPilot: Services > Outlook Backup > Users

  • Uploaded PST files can be assigned to mailboxes. To assign PST to a mailbox, click Manage unassigned PST files, click Assign next to a PST file, select a mailbox from the list and click Assign.

  • PST files assigned to a particular mailbox can be restored to it. To do this, click View all backups next to a user in question, then click Restore next to appropriate PST file.
  • 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. To do this, click View all backups next to a user in question, select checkbox next to a file you want to delete. Then click Delete button.
  • You can delete all backups files for a user: select checkbox next to a user > Delete all backups for a user.

Notes:

  • If you disable Outlook Backup for a user, the backups files will be saved as unassigned PST-files.
  • 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.
  • To check the current status of assign/restore/delete operations, refresh the page.
  • Date and time in Recent backup column are specified in your local time zone.

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 the process.
  • Restoring: PST file is being restored to a mailbox.
  • Failed: Backup or restore operation with the PST file failed.