Free Outlook Email Backup Utility

People using Microsoft Outlook for Email, Contacts, and Calendar events quickly accumulate a significant amount of important personal and business data. Many people also backup this important data on a regular basis. But if you ask the average Outlook user where their Outlook data files reside on their computer you may just get a look of uncertainty or confusion. So it goes without saying, that if you don’t know where the files are kept to begin with, how do you know if they are getting safely backed up? For these situations an Outlook backup utility comes in handy.

The use of email continues to grow rapidly and with this expansion the importance of the email/contacts/calendar data that is created grows. Some Outlook users have data that goes back 6, 8, even 10 years. The Good News: To help users backup their valuable Outlook data Microsoft provides a free backup utility program that can be easily downloaded and installed from the Microsoft web site.

"Now Where Is That Data?

Backing up Outlook data is complicated by the fact that Microsoft does not make it easy to find the Outlook data on your computer. By default Outlook stores its data in a single file named "Outlook.pst". The location of that file can vary significantly based on the version of Outlook you are using, the version of Windows you are using, and your Username on the computer you are using. Regardless of your version of Outlook or Windows, the file location can be difficult to find.

The Outlook backup utility allows you to create a complete backup of your Outlook.pst file and to place it in a designated folder of your choice and give it a file name of your choice. For example you might create a folder called "Outlook Backup" in your "My Documents" folder. You would then configure the Outlook backup utility so that every time you create a back up copy of your Outlook data you can save the file in this clearly labeled folder.

There is another benefit to have having this easily identifiable Outlook data backup location. When you back up your Outlook data to an external hard disk drive or an online data backup service you will know exactly where to find it and make sure that it is getting backed up. This is especially important for portable computers as there are many, many examples of bad things happening to good laptops.

The Outlook Backup Utility also installs a Backup selection on the File Menu on the Outlook Menu Bar. It also provides a configuration option so that the utility will remind you to make a backup of your Outlook data at an interval that you choose. If you want to make a back up every week set the interval for seven days; if you want to make a back up every month set the Backup Interval for thirty days.

To get the free backup utility go to the Microsoft web site and search for "Microsoft Outlook Personal Folder Backup” the utility’s official name. This will take you to the download page for the utility. Download and save the file on your computer. Make sure that Outlook is closed and then launch the Personal Folder Backup file that you have just downloaded. The installation process will walk you through a few simple steps.

After completing the installation and setup launch Outlook. With Outlook running click on the "File" option on the Menu Bar at the top of the screen. You will now see an item labeled "Backup" about two-thirds of the way down the list. Click on "Backup". This will launch the utility in a small box near the center of the screen. Click on the "Options" button and set the Reminder Interval (number of days) and the File Location.

By default the backup of your Outlook data is stored in a folder buried as deeply as your original data. It is a good idea to change this location to an easier to locate folder as mentioned earlier. The Outlook backup utility can only make a backup when Outlook has been closed. At the prearranged interval after exiting Outlook you will see a dialog box pop up indicating that Outlook is creating the backup. Next, look in the folder you designated to make sure that the backup was made correctly.

If you want to get real detailed and keep multiple backups over time, the Outlook backup utility provides the option to give each backup file a different name. One option is to add the date of the backup onto the file name each time you create a new backup. This will create multiple backups over time in the event that any one backup file is corrupted or infected.

The Microsoft Outlook Backup Utility is a useful, effective add-on, plus the price is right - free. Now you have no reason not to backup your Outlook data and to actually be able to tell if it is backed up. Just don’t forget the external hard disk drive or online data backup service.