How to manually archive or backup mail in Outlook

How to backup email locally on your computer.

Introduction

 

If you are leaving the University - FOR ANY REASON - UW Email Account will be disabled and then deleted after a period of time 

• To determine your accounts timeframe for being disabled and deleted, please refer to the following FAQ

• We recommend to Backup or Archive your emails now for possible future use

  • Please follow the instructions below to accomplish this

 

Jump to Section 

1. Turning Off Email Cache 

2. Archiving / Backing Up Emails From Outlook 

3. Accessing Emails Through Outlook .PST File 

 

Turning Off Email Cache 

By default Outlook only will keep a cetain amount of email on your computer and the rest of the emails are saved on the server 

• When archiving your email(s), it may be useful to turn off this setting 

  • Benefit: Allows all your emails to be in one place to be archived  

Jump to Section

1. Turn Off Email Cache - Classic Outlook 

2. Turn Off Outlook Cache - New Outlook

 

Turn Off Email Cache - Classic Outlook 

Step 1: In Classic Outlook, navigate to "File" 

 

Step 2: Ensure you are in the "Info" section and select "Account Settings"

• A dropdown menu should appear. Please select "Account Settings" in the options  

 

Step 3: This will open a pop-up menu

• Navigate to the "Email" tab

• Select the email account

• Once account is selected, click the "Change" button   

 

 

Step 4: Another pop-up menu will appear. Under Microsoft Exchange server, ensure the "Use Cached Exchange Mode" check box is NOT selected 

 

 

Step 5: Ensure you restart the Outlook Application to have these changes properly take affect. 

 

 

 

Turn Off Email Cache - New Outlook 

With New Outlook & Webmail, they no longer use "Cached Exchange Mode", instead "Web Caching" is utilized

• Difference Between "Web Caching" and "Cached Exchange Mode"  

  • Web Caching: Generally a passive and is browser-based 

  • Cached Exchange Mode: Stores mailbox local so it can be accessed offline 

 

Step 1: In New Outlook, navigate to "File", then select "Account Info"   

 

Step 2: Navigate to "General", then to "Offline". Here you will see a toggle button for "Enable offline email, calendar, and people"

• Ensure this toggle is deselected and select "Save" once this is complete   

 

Step 3: Ensure you restart the Outlook Application to have these changes properly take affect. 

 

Archiving / Backing Up Email From Outlook

Please note this MUST be done through the Outlook Application on a Computer 

• Do not follow instructions using Outlook Webmail 

• Do not follow instructions using Outlook Application on handheld device (phone or tablet) 

 

Jump to Section 

1. Archive / Backup Emails - Classic Outlook 

2. Archive / Backup Emails - New Outlook 

 

Archive / Backup Emails - Classic Outlook

Step 1: Navigate to Outlook and select the "File" menu 

 

Step 2: Navigate to "Open & Export" and select the "Import/Export" button from the options 

 

Step 3: The Import and Export Wizard Window will appear.

• Ensure you select the option "Export to a file" then select the "Next" button   

 

Step 4: The window to select file type will appear. 

• Ensure "Outlook Data File (.pst)" is selected then click the "Next" button to continue  

 

Step 5: This window allows you to select what folder(s) should be exported 

• To Export Entire Mailbox, Calendar, Contacts, and Notes: Select your UW email address at the top of the list 

NOTE: Ensure the "Include Subfolders" check box is selected then select "Next" once options are selected  

 

Step 6: Saving files to a specific location 

It is highly recommended to save this file somewhere on the device that can be easily located

• Default Location: c:\users\[username]\Documents\Outlook Files\backup.pst 

  • If this is on a personal device you may not have the [username] extension 

• Other Location Suggestions: Desktop, Downloads, Documents  

• You may also select "Browse" to quickly select a location to save this file 

Once location is properly set, select the "Finish" button to continue 

 

Step 7 (OPTIONAL): Encrypting Outlook .PST File

• Optionally you can add a password to this file to encrypt it 

  • To Encrypt: Fill in both "Password" and "Verify Password" section then select "OK" 

  • Skip Encryption: Leave both textbox sections blank and then select "OK"    

If you do encrypt file and forget the password

• Please keep in mind password can not be recovered by UWIT.

  • We recommend keeping a secure paper copy of password or to just not set one. 

 

Archive / Backup Emails - New Outlook  

Step 1: In New Outlook, navigate to "File", then select "Open & Export" 

 

Step 2: Navigate to "Export" and select the "Get Started" button 

 

Step 3: A window will appear that allows you to select what folder(s) should be exported 

• To Export Entire Mailbox, Calendar, Contacts, and Notes: Select your UW email address at the top of the list 

NOTE: Ensure the "Include Subfolders" check box is selected then select "Next" once options are selected  

 

Step 4: The Export to Outlook Data File (*.pst) window will appear. Ensure all of the following is selected   

• Selected Folder:

  • Ensure it is the correct account/folder(s) 

• How do you want to handle duplicate items?:

  • Select "Replace" 

• Do you want to set a time range for items to be exported?:

  • For Everything: Select "Export all items (no time range)"  

  • For Specific Timeframe: Select "Export items older than"  

Once all options have been correctly selected, click the "Next" button to continue 

 

Step 5: Saving files to a specific location 

It is highly recommended to save this file somewhere on the device that can be easily located

• Location Shown in Photo: c:\users\[username]\Documents\Outlook Files\backup.pst 

  • If this is on a personal device you may not have the [username] extension 

• Other Location Suggestions: Desktop, Downloads, Documents  

To Select a location, click on the "Choose File" button. This will open a file manager window to select desired location to save this file. After selecting the location press the "OK" button to continue 

 

Selecting "OK" will open a new menu to encrypt the Outlook .PST File will appear

NOTE: This is Completely OPTIONAL

• To Encrypt: Fill in both "Password" and "Verify Password" section then select "OK" 

• Skip Encryption: Leave both textbox sections blank and then select "OK"  

If you do encrypt file and forget the password

• Please keep in mind password can not be recovered by UWIT.

  • We recommend keeping a secure paper copy of password or to just not set one. 

Once location is properly set, ensure under "Choose Destination" the location you have set appears, then select the "Export" button to continue 

 

Step 5: Once the export process has started, it will take you back to the Export Settings window

Here you will be able to the progress of the exportation, please note exporting this file may take some time

 

Accessing Emails Through Outlook .PST File 

Personal Storage Files (.PST) are Microsoft Outlook files 

• These files should be opened by Outlook to view and edit contents

  • Some Mail Applications will import the mail from these files if Outlook is not available.

    • Please note this should be done through the Software Application and not through the Web Browser. 

    • Other Mail Applications That May Work: Gmail, Mozilla Thunderbird 

 

Jump to Section 

1. Access Outlook .PST File - Classic Outlook 

2. Access Outlook .PST File - New Outlook 

 

Access Outlook .PST Files - Classic Outlook 

Step 1: On Classic Outlook, navigate to the "File" Menu

 

Step 2: Navigate to "Open & Export" then select "Open Outlook Data File" 

 

Step 3: A window to File Explorer will open, locate and select your .pst file on the device then press the "OK" button

 

Step 4: The .pst file should display in your folder list

• To gain access, expand the folder to navigate through it

 

 

NOTE: You may want to re-run the archive process if new email arrive which you would desire to backup after the initial archiving is complete 

 

Access Outlook .PST Files - New Outlook

Step 1: On New Outlook, navigate to the "File" dropdown and select "Open and Export" 

 

Step 2: Navigate to "Import" then in the "Outlook Data File (.pst)" section select "Get started" 

 

Step 3: A window to Import from OUtlook Data File (*.pst) will open, select the "Select file" button to open File Explorer 

• Navigate and select the .pst file in it's saved location then press "Open" to continue 

 

 

Step 4: Once file is selected a window displaying the content of file will appear 

• Ensure what you'd like to import is properly selected 

  • Specific Folders: you may select one folder to upload at a time if you don't desire to upload all of them 

  • Everything: Ensure you are selecting "Outlook Data File (filename)"

• Ensure the "Include subfolders" check box is selected for proper importation 

Once desired folder is selected click on the "Next" button to continue.   

 

Step 5: We recommend selecting "Replace" when prompted on how to handle duplicates then select "Next" to continue    

 

Step 6: A window will appear to choose a destination folder for this import

• You may select "New folder" to create a specfic destination to import into 

Once destination is selected navigate and click on the "Import" button to continue. This will then take you to a window to show the import progress       

 

Step 7: The .pst file should display in your folder list or in the specific folder you imported it to​​​​​​​

• To gain access, expand the folder to navigate through it

​​​​​​​ 

 

NOTE: You may want to re-run the archive process if new email arrive which you would desire to backup after the initial archiving is complete ​​​​​​​