In modern times, every individual uses email services to keep in touch with another person. There is various email managing platform that we can use like Gmail, Mozilla Thunderbird, Apple Mail, Eudora, Etc. But if anyone is working in an organization, then the Microsoft Office suit they will use in which the Outlook email client is also included.
Outlook is a popular desktop-based email client in which multiple email accounts can manage easily across numerous devices. If you accessed all email information on various devices, your account is operating with IMAP protocol. With the IMAP (Internet Message Access Protocol) protocol, users can synchronize all previous email information that they have performed using any device. But taking backup Outlook emails is necessary, which we will discuss further. So in this article, you will learn how to backup Outlook emails securely.
Reasons behind taking backup Outlook emails
- If Outlook is running with a problem.
- When the stored copy of email information is corrupted or damaged.
- Accidentally deleted email messages and other Outlook items.
- Your mailbox got oversized.
In all the above situations, you can’t access your email information at any cost. So, in this case, the backup file can help users prevent this.
Which file format we should use to take backup Outlook emails?
You can use the following file format to keep emails backup:
PST: It is a Personal Folder file that Outlook supports opening and reading.
MSG: It is another format supported by the Outlook application.
HTML: To view email in a browser, you can choose the HTML file format.
RTF: The RTF format is compatible with the Microsoft word application.
Take Backup Outlook emails with the help of Outlook
By following the below instruction, users can save the email in PST format.
1:- Run the Outlook application and press the File tab.
2:- Choose Open & Export << Import/Export << Export to a file << Next.
3:- Select Outlook Data File (.pst) and click on Next.
4:- Choose the mailbox from which export Outlook emails and tap on Next.
5:- Enter the file name to save Outlook information using the Browse button and press Finish.
To take backup in an MSG, HTML, and RTF format, follow the below steps:
1:- Create a new folder within your device.
2:- Select the email message and click on the File tab << Save As option.
3:- Enter a file name and select the path newly created folder.
4:- In Save as type, choose a required format and click on the Save button.
5:- Repeat the process from 2 to 5 until the all-important email backup is in in MSG and HTML format.
6:- To save in RTF, firstly convert in HTML and then Open Microsoft word.
7:- Go to the Fab tab from the ribbon, click on Open and browse the HTML file.
8:- Again, go to the File tab >> Save as >> choose to Save as type Word Document >> Save.
With a Third-party tool to export Outlook email account information
Several third-party applications on the web can also perform this backup process efficiently. But it would be best if you were careful while choosing such applications because they can harm your email database. According to IT experts, MailsDaddy OST to PST Converter is a high-quality tool that meets all standards and works without the Outlook application.
Read the Expert’s opinion.
Features of this Outlook backup tool:
Fix all types of errors: The tool is master in repairing or fixing errors like damaged or corruption, inaccessible, and orphaned email databases.
Generates preview: After adding the OST file in this application, it creates a preview of all email databases with the original folder and properties on the computer screen.
Perform batch migration: If you have more than one OST file or working on the organization level. It is also effective in performing batch migration.
Multiple export options: Under this utility, users can save Outlook email messages into PST, MSG, MBOX, HTML, MHTML, RTF, and other formats. It even also migrates OST to Office 365 and Live Exchange Server.
Split large OST files: If you want to split or manage your email database into multiple PST files. It provides an option to do that also this task.
Steps to take backup Outlook emails:
Step 1: Download and install MailsDaddy OST to PST Converter on your device.
Step 2: Click on Add File tab, proceed further by selecting any one option, and tap on OK.
Step 3: Now go to the Export tab and choose the option between Export All Folders and Export Selected folder.
Step 4: In Select Export Option, choose the required radio button in which you want to backup your email database like PST, MSG, RTF, EML, HTML, MBOX, Etc.
Step 5: Select Destination Path using the Browse button and press Export.
Advantages
Supports Outlook: If you keep backup in PST, MSG, and EML files format, you can open and read it in all Outlook editions without any hassle.
Compatible with all Windows: The application can easily install in all Windows operating systems like Win 10, 8, 7, XP, Etc.
Suitable for all: It is applicable also for Microsoft word, Thunderbird, Apple Mail, browsers and other applications.
Drawbacks
Not for all: This application is not designed for Mac, Androids, and IOS operating systems users.
Limited use in the free version: Its free version is functional up to 20 email items per folder, which are only for evaluation, not for use.
Final opinion
In all, I have described two methods: one dependent on the Outlook application, and another automated Outlook backup tool that works independently but professionally. If everything is healthy with your email client, use Outlook mentioned step; the otherwise third application will be the right option for you. Hopefully, this article will help you a lot in the process of taking email backup. Thank you.