This article explains how to export your entire Outlook Mailbox content to a PST file for safe keeping.
A PST is an Outlook Data File that can be opened or attached to Outlook at a later date - useful in the event that you inadvertently lose mailbox content and wish to restore from your manual backup. Exporting to a PST file is a way of manually backing up your mailbox (for automatic backup solutions where user intervention is not necessary, please contact Serendipiti.)
Instructions apply to Outlook 2019 and Office 365 Desktop versions.
Before you begin: We would recommend manually exporting your mailbox at a time when you dont need to access Outlook. This is because It may take from 5 mins to 2 hrs (dependent upon your mailbox size).
Instructions for exporting Outlook to a PST file:-
Open Outlook
click to select the top folder on your mailbox (example below)
From the toolbar, click FILE
click OPEN & EXPORT
double-click IMPORT/EXPORT
click EXPORT TO A FILE > NEXT
Select "Outlook Data File (.pst) > NEXT
Select the top folder (example below):
tick "include sub folders" > NEXT
click BROWSE
locate a folder to save the export to
give it a file name (ie. {yourname} Outlook Backup as of ddmmyy
Tip. make a note of where you saved the file - you may need it later.
click OK
click FINISH
Avoid entering a password > click OK
A file named {yourname}.pst will be created. Please keep this file safe as it will contain a snapshot of your mailbox at the time of creation.
How to Attach/Open a PST file to Outlook
Once you PST file is created, you can open it at any time. You do this by "attaching" it to an existing Outlook Account.
Instructions
Open Outlook in the usual way
From the Outlook Toolbar, click FILE > OPEN & EXPORT
click OPEN OUTLOOK DATA FILE
Browse to the location of the PST file
Double-click the target PST file
Click OK
You will now see a new folder in your Outlook Navigation Pane called "Outlook Data File".
Click > to expand the contents
Tip. You can drag emails back out of this backup into your original mailbox.
When you have finished with the attached mailbox, right click "Outlook Data File"
Click CLOSE OUTLOOK DATA FILE
This will close the file, ready for you to attach again at a later date.
TIP: You can attach as many PST files to Outlook as you wish, but it is best practice to close them again at the earliest opportunity.