How to Backup or Copy Outlook Emails, Contacts, Calendar and other Data on Mac or PC

Last Updated on Dec 19, 2020

For many employees and small business firms, Outlook is one stop to connect with their Clients, store their necessary information, such as Contacts, Calendars, Schedules, Custom Templates, and more. And there are several reasons why do you want to backup Outlook Data, for instance, while changing the PC or Hard Drive or Installing New Update and more. To avoid losing all these data, backup your Outlook Account and Data, to somewhere safe.

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It’s fairly easy to copy and move all the Outlook Data to anywhere, but make sure you’re referring safer location, just to make sure people won’t misuse the data. Let’s start from scratch.

Note: Unfortunately iPhone, Android Users can’t extract or Backup Data from the Outlook app.

Backup or Copy Outlook Mails, Contacts, Calendar, and Other Data

Compatible Outlook Versions: Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Microsoft 365

On Mac: Export Outlook Data on MacBook, Mac

  1. Open Outlook app on Mac. Now, Now Click on Tools tab.
    Export Outlook Emails on Mac and MacBook

    Export Outlook Emails on Mac and MacBook

    [Note: if tools Tab not showing on latest Microsoft Outlook App on Mac, then Switch Back using the Toggle given on App at the top right corner of the screen.] Here’s a toggle showing the below image for a move back to an earlier version of the Outlook app.

    Switch Back to Earlier Microsoft Outlook on Mac

    Switch Back to Earlier Microsoft Outlook on Mac

  2. here’s the Export option, Click on it and select the Type of Data that you want to Export or Backup on your Local Drive. Here I am selecting Mail Only and Continue.

    Select Emails for Backup on Mac

    Select Emails for Backup on Mac

  3. Select Targeted Folder location and Save.

    Select Drive on Mac to Export all the Email Backup

    Select Drive on Mac to Export all the Email Backup

  4. That’s it. Follow the Below steps for windows users.

On PC [Windows 10]: Export Outlook Data on Windows 10

  1. Launch Outlook app on your PC. Click on the File option.

    Files menu on Microsoft Outlook App on Windows

    Files menu on Microsoft Outlook App on Windows

  2. Select Open & Export > Select Import & Export.

    Export Emails option on Microsoft Outlook App on Windows

    Export Emails option on Microsoft Outlook App on Windows

  3. Click on Export to a File > Click on Next.

    Select Export Outlook Data in PST

    Select Export Outlook Data in PST

  4. Select Outlook Data File (.pst) > Click on Next.

    Export Outlook Data file in PST on Windows PC

    Export Outlook Data file in PST on Windows PC

  5. Choose the Account with all mailbox tab from the dialog box and click on Next.

    Select Mail inbox to Export or Backup all Data from Outlook App on Windows

    Select Mail inbox to Export or Backup all Data from Outlook App on Windows

  6. Select Desired Backup location if you wish to change it. Click on Finish button.

    Select Target Location for Microsoft Outlook Mail app

    Select Target Location for Microsoft Outlook Mail app

  7. Next, See the Optional password window, Given password otherwise Save without password.

    Select Password for Backup or Export Microsoft Outlook App

    Select Password for Backup or Export Microsoft Outlook App

  8. That’s it.

Import Outlook Data File on Microsoft Outlook Data on Windows

Here are the critical steps for view all of the Emails that you saved on your Desktop locally for backup purposes. Follow the below steps to Recover Deleted Email and Restore on Outlook without Affect your Primary Email on Outlook. here I am restoring recently take a backup in the earlier step.

  1. Open Outlook app on windows and Click on the File option.

    Files menu on Microsoft Outlook App on Windows

    Files menu on Microsoft Outlook App on Windows

  2. Now, select Open & Export > Open Outlook Data File.

    Open Outlook Data File on Outlook windows

    Open Outlook Data File on Outlook windows

  3. Select Backup file [PST or Outlook Data file] and Click on ok.

    Select Outlook Backup Data File to Outlook Mail app on Windows

    Select Outlook Backup Data File to Outlook Mail app on Windows

  4. Here’s your Restored Outlook Data in the sidebar. Click on the Expand arrow to see all email subfolders.

    View Outlook Data File on Outlook Windows App

    View Outlook Data File on Outlook Windows App

  5. That’s it.

Which Outlook Data is Not Available in PST or .olm Files?

The PST Files contains all sort of important data that you would need, but if you’re backing up the Outlook, make sure to get all of it. Here’s how.

Your saved words in Outlook Dictionary:

  • Dictionary stores the words that you don’t want Outlook to mark as misspelling, \Users\[username]\AppData\Roaming\Microsoft\Uproof

Email Signatures Created in Outlook:

  • \Users\[username]\AppData\Roaming\Microsoft\Signatures: The Signatures created in Outlook are stored in this mentioned path on your PC. .rtf, .txt, and .htm format files.

Emails saved as a template:

  • Find the .oft files (Template.oft) here: \Users\[username]\AppData\Roaming\Microsoft\Templates

Printer Settings That You’ve Created in Outlook:

  • \Users\[username]\AppData\Roaming\Microsoft\Outlook, they are indicated by OutIPrnt.

Settings for send and receive schedules in Outlook:

  • Look for the .srs files in the following path, \Users\[username]\AppData\Roaming\Microsoft\Outlook.

Keep your Outlook Data Safe and Use for Future use, Restore any time on Outlook to Retrieve all Deleted Emails and Data in Microsoft Outlook.

Jaysukh Patel is the founder of howtoisolve. Also self Professional Developer, Techno lover mainly for iPhone, iPad, iPod Touch and iOS, Jaysukh is one of responsible person in his family. Contact On: [email protected] [OR] [email protected]

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