You can back up all important messages locally to a Personal Folder File (.pst).

1. Create Personal Folders and/or check the PST file location.

  • In Outlook 2003: Click Tools and select E-Mail Accounts to open the E-Mail Accounts window, where you can check if there are Personal Folders already installed.
  • In Outlook 2007: Click Tools and select Account Settings. Open the Data Files tab to check if there are Personal Folders already installed.
  • In Outlook 2010/2013: On the File tab on the Ribbon, click Account Settings and choose Account Settings in the dropdown. Open the Data Files tab to check if there are Personal Folders already installed.

 

If you already have Personal Folders installed:
Select Personal Folders to check the location and the Change password option.  Then proceed to Step 2, below.

 

If you don’t have Personal Folders already installed:

  • In Outlook 2003:
    • Under the E-Mail section, click View or Change Existing Email Accounts, then click Next. In the E-Mail Accounts window, click the New Outlook Data File button.
    • Under Types of Storage, click Personal Folders File (.pst), then click OK. You will see the Create or Open Outlook Data File window. Accept the Outlook folder as the default save location, or provide a custom save location.
    • In the File Name box, create a custom name for the personal folders (.pst) file, or accept the default name. Click OK. You will see the Create Microsoft Personal Folders window.
    • In the Name box, you can type a custom title for the personal folders (.pst) file, or accept the default title of "Personal Folders". This name appears on the Folder List, and is applied to any shortcuts made for the personal folders (.pst) file on the Outlook Bar. You can select a custom Encryption Setting and/or a Password for the personal folders (.pst) file. After you enter your desired settings, click OK.
    • In the Outlook Data Files window, an entry appears for the personal folders (.pst) file. Click Close to close the window. Click Finish. The new personal folders (.pst) file is added to your Folder List.
  • In Outlook 2007:
    • Under the Account Settings section, click the Data Files tab, then click Add.
    • Under New Outlook Data File: Types of Storage, click Office Outlook Personal Folders File (.pst), then click OK. You will see the Create or Open Outlook Data File window. Accept the Outlook folder as the default save location, or provide a custom save location.
    • In the File Name box, create a custom name for the personal folders (.pst) file, or accept the default name. Click OK. You will see the Create Microsoft Personal Folders window.
    • In the Name box, you can type a custom title for the personal folders (.pst) file, or accept the default title of "Personal Folders". This name appears on the Folder List, and is applied to any shortcuts made for the personal folders (.pst) file on the Outlook Bar. You can select a custom Encryption Setting and/or a Password for the personal folders (.pst) file. After you enter your desired settings, click OK.
    • In the Outlook Data Files window, an entry appears for the personal folders (.pst) file. Click Close to close the window. Click Finish. The new personal folders (.pst) file is added to your Folder List.
  • In Outlook 2010/2013:
    • Under the Account Settings section, click the Data Files tab, then click Add.
    • In the Create or Open Outlook Data File window, create a custom name for the personal folders (.pst) file, or accept the default name. Click OK.
    • The new personal folders (.pst) file is added to your Folder List.

2. Copy the folder you want to back up to Personal Folders in Outlook.

  • Select the folder and right-click it.
  • Choose Copy [FolderName], then select Personal Folders in the list of folders that is displayed. Click OK.