Backup Outlook emails and settings

[Adrian (Softland)]

Summary

This article explains how to backup Outlook emails and settings. This backup article refers to Microsoft Outlook, not Outlook Express.
On this page:
How to configure a backup for Outlook in FBackup

How to find the locations of MS Outlook files

Backup limitations for locked or open files
Details
MS Outlook emails are stored in .pst files. In order to have a complete backup of MS Outlook data, it is not enough to back up only the .pst files, but the following items too:

MS Outlook shortcuts
Personal Address Book
Rules
Signatures
Stationery
Menu or toolbar customizations
Nicknames

Also, for MS Outlook 2003 and 2007, you need to backup some additional items:

Navigation Pane settings (this file includes Shortcuts, Calendar, and Contact links).
Dictionary
Templates
Send/Receive settings
Print styles
Custom forms
Registered Microsoft Exchange extensions



How to configure a backup for Outlook in FBackup
MS Outlook data is stored in “.pst” files. For each mail folder defined in MS Outlook a .pst file is assigned. These files get quite large if you exchange lot of emails, thus when a small change occurs in a file (e.g. a new email has been received), the entire .pst will be marked as “modified”. When running the backup, the whole file will be backed up as you cannot backup only the changes inside the .pst file. That's why it is recommended to do a full or mirror backup (and not differential or incremental). Also, it is recommended to limit the number of backups in order to save disk space.
Steps needed to configure the backup:

Open FBackup and select File->New Backup (Ctrl+N).
On the first page, enter a name for the backup in the Backup name field.
Select a location where you want to save the backup. Press Next.
Add the files and folders you want to back up. Press Next.
In the How do you want to backup section, select Make full.
Press Save, then select Save and run.

You can manually run the backup by pressing the Backup (F6) button. The backup job can be scheduled to run at a specific date and time.
How to find the locations of MS Outlook files
For each version listed bellow, is presented the default location of the MS Outlook files.
MS Outlook 2000

MS Outlook 2003

MS Outlook 2007

MS Outlook 2010


MS Outlook 2000

Personal folders (.pst file)
- if there is a single Outlook user:

C:\Windows\Local Settings\Application Data\Microsoft\Outlook
- if there are multiple Outlook users:

C:\Windows\Profiles\<Current User>\ Local Settings\Application Data\Microsoft\Outlook
Note: <Current User> is your Windows name account.
Outlook shortcuts (.fav file)
- if there is a single Outlook user:

C:\Windows\Application Data\Microsoft\Outlook
- if there are multiple Outlook users:

C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Outlook
Menu or toolbar customizations (Outcmd.dat file)
- if there is a single Outlook user:

C:\Windows\Application Data\Microsoft\Outlook
- if there are multiple Outlook users:

C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Outlook
Rules (.rwz file)
- if there is a single Outlook user:

C:\Windows\Application Data\Microsoft\Outlook
- if there are multiple Outlook users:

C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Outlook
Nicknames (.nick file)
- if there is a single Outlook user:

C:\Windows\Application Data\Microsoft\Outlook
- if there are multiple Outlook users:

C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Outlook
Signatures (.rtf, .htm, .html, or .txt file)
- if there is a single Outlook user:

C:\Windows\Application\Data\Microsoft\Signatures
- if there are multiple Outlook users:

C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Signatures
Stationery (if you have created)
- if there is a single Outlook user:

C:\Windows\Application Data\Microsoft\Stationery
- if there are multiple Outlook users:

C:\Windows\Profiles\<Current User>\Application Data\Microsoft\Stationery
Personal Address Book (mailbox.pab)
C:\Windows\Local Settings\Application Data\Microsoft\Outlook


MS Outlook 2003
Outlook data files (.pst)
drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook
Note: <Current User> is your Windows name account.

<drive> is the location where the OS is installed.
Personal Address Book (.pab)
drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook
Command bar and menu customizations (.dat)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook


Navigation Pane settings (.xml).
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook\Outlook.xml
Registered Microsoft Exchange extensions (.dat)
drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook


Outlook contacts nicknames (.nk2)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook
Rules (.rwz)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook
Print styles (Outlprnt with no extension)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook
Signatures (.rtf, .txt, .htm)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Signatures
Stationary (.htm)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Stationary
Custom forms
drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Forms
Dictionary (.dic)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Proof
Templates (.oft)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Templates
Send/Receive settings (.srs)
drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook
Message (.msg, .htm, .rtf)
drive:\Documents and Settings\<Current User>\My Documents


MS Outlook 2007
Personal Folders file (.pst)
- Windows Vista

drive:\<Current User>\AppData\Local\Microsoft\Outlook
- Windows XP, Microsoft Windows Server 2003

drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook
Note: <Current User> is your Windows name account.

<drive> is the location where the OS is installed.
Personal Address Book (.pab)
- Windows Vista

drive:\<Current User>\AppData\Local\Microsoft\Outlook
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook
Command bar and menu customizations (.dat)
- Windows Vista

drive:\<Current User>\AppData\Roaming\Microsoft\Outlook\outcmd.dat
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook\outcmd.dat
Navigation Pane settings (.xml).
- Windows Vista

drive:\<Current User>\AppData\Roaming\Outlook\profile name.xml
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook\profile name.xml
Registered Microsoft Exchange extensions (.dat)
- Windows Vista

drive:\<Current User>\AppData\Local\Microsoft\Outlook
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Outlook
Outlook Contacts nicknames (.nk2)
- Windows Vista

drive:\<Current User>\AppData\Roaming\Microsoft\Outlook
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook
Rules (.rwz)
- Windows Vista

drive:\<Current User>\AppData\Roaming\Microsoft\Outlook
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook
Print styles (Outlprnt with no extension)
- Windows Vista

drive:\<Current User>\AppData\Roaming\Microsoft\Outlook
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook
Signatures (.rtf, .txt, .htm)
- Windows Vista

drive:\<Current User>\AppData\Roaming\Microsoft\Signatures
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Signatures
Stationery (.htm)
- Windows Vista

drive:\Program Files\Common Files\Microsoft Shared\Stationery
- Windows XP, Windows Server 2003

drive:\Program Files\Common Files\Microsoft Shared\Stationery
Custom forms
- Windows Vista

drive:\<Current User>\AppData\Local\Microsoft\Forms
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Local Settings\Application Data\Microsoft\Forms
Dictionary (.dic)
- Windows Vista

drive:\<Current User>\AppData\Roaming\Microsoft\UProof
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\UProof
Templates (.oft)
- Windows Vista

drive:\<Current User>\AppData\Roaming\Microsoft\Templates
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Templates
Send/Receive settings (.srs)
- Windows Vista

drive:\<Current User>\AppData\Roaming\Microsoft\Outlook
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\Application Data\Microsoft\Outlook


Message (.msg, .htm, .rtf)
- Windows Vista

drive:\<Current User>\Documents
- Windows XP, Windows Server 2003

drive:\Documents and Settings\<Current User>\My Documents

MS Outlook 2010

Personal Folders file (.pst)
%userprofile%\Local\Microsoft\Outlook
Outlook Data file (.ost)
%userprofile%\AppData\Local\Microsoft\Outlook
Personal Address Book (.pab)
%userprofile%\AppData\Local\Microsoft\Outlook
Offline Address Book (.oab)
%userprofile%\AppData\Local\Microsoft\Outlook
Navigation Panel settings (.xml)
%appdata%\Outlook\profile name.xml
Registered Microsoft Exchange extensions (.dat)
%userprofile%\AppData\Local\Microsoft\Outlook
Rules (.rwz)
%appdata%\Microsoft\Outlook
Print styles (Outlprnt with no extension)
%appdata%\Microsoft\Outlook
Signatures (.rtf, .txt, .htm)
%appdata%\Microsoft\Signatures
Stationery (.htm)
%commonprogramfiles%\Microsoft Shared\Stationery
Custom forms
%userprofile%\AppData\Local\Microsoft\Forms
Dictionary (.dic)
%appdata%\Microsoft\UProof
Templates (.oft)
%appdata%\Roaming\Microsoft\Templates
Send/Receive settings (.srs)
%appdata%\Roaming\Microsoft\Outlook
Message (.msg, .htm, .rtf)
%userprofile%\Documents

Backup limitations for locked or open files
FBackup uses the Volume Shadow Copy service that allows you to back up local open files from NTFS partitions under Windows XP/2003 Server/Vista. Therefore you can back up Outlook without closing it if certain requirements are met:

computer is running Windows XP, Windows 2003 Server or Windows Vista
MS Outlook data is not being backed up via the network
MS Outlook data is located on a NTFS formatted partition
the VSS (Volume Shadow Service) is running and is properly configured

If any of the requirements above is not met, MS Outlook will need to be closed before backing up the data (otherwise files that are in use will be skipped).


Applies to:

FBackup 4
MS Outlook 2000
MS Outlook 2003
MS Outlook 2007
Windows XP
Windows Server 2003
Windows Vista

[arcarter]

I am running Windows Live Mail on Windows XP Home SP3. Can I use the settings from these or are there differences I need to look for...??
Tony

[arcarter]

Seeing as I had no reply I went looking to see if there are differences. Low and behold I found that "Windows Live Mail" does not use the same directories as Outlook Express does. The directories for "Live are located in
C:Documents and Settings/.User name./Local Settings/Application Data/Mirosoft/WINDOWS LIVE MAIL
where .user name. is the logon id of the local user
and as far as I can tell all that is needed is there
Tony

[Adrian (Softland)]

Hi,
Sorry for the late reply.

As you already figured out, the settings for Outlook and Windows Live Mail are different.

I'm glad that you found the setting for Windows Live Mail.

[barryzigas]

I am running MS Outlook 2007 on Windows XP SP3. I have tried following your directions to create a backup, and found the path c:/documents and settings/local user/local settings/application data/microsoft/outlook, but there are no .pst file extensions on any of the files, and the other files listed in your directions are nowhere to be found. I have set the "show hidden files" flag and still cannot find them. There are two Outlook files in the folder, one each for my POP and IMAP accounts, but they have no file extension, either. If I back each of these up am I covering all the necessary files?

[Adrian (Softland)]

Hi,
In Backup4all (our commercial product) we have a plugin that will automatically select the Outlook files to be backed up. Please download and test Backup4all.

Also please note at the top of this page there is a giveaway and you can get a free license of Backup4all.

[barryzigas]

Thanks for the promotional plug, but short of buying the software, how can I find the files I need to back up using FBackup?

[Adrian (Softland)]

Hi,
If you cannot find the correct path of Outlook files, please open Outlook, right click the email folder and select "Properties". Press "Advanced" and see the file path.

[mikeyred]

Hiya,
Just downloaded and very happy with everything, just needed to check on the Outlook directions in vista, a lot are under one folder, so if we save just that folder will (if needed to restore) it look for the required files in the folder or do I have to repeat them as individual as in \AppData\Roaming\Microsoft\UProof or will \AppData\Roaming\Microsoft - suffice?

[Adrian (Softland)]

Hi,
Saving just that folder will not include all necessarily information for Outlook to be completely backed up.