Outlook 2010 Advanced – Lesson 4 – Backing Up Data

Outlook can help you locate your PST file. You must close Outlook 2010 before you can move or copy your PST file. Once Outlook is closed, you can backup your PST file to a flash drive, CD or other location for safekeeping.

Use the following procedure to back up Outlook data.

  1. Select the File tab from the Ribbon to open the Backstage View.
  2. Select Account Settings. Select the Account Settings option to open the Account Settings dialog box.

  1. Select the Data Files tab.
  2. Select the file you want to backup (the default PST file is marked with a check).
  3. Select Open File Location

  1. Windows Explorer opens to the file location. Leave this window open.

  1. Close the Account Settings dialog box in Outlook.
  2. Close Outlook. You cannot move or copy Outlook files while Outlook is open.
  3. Return to the Windows Explorer window displaying your Outlook files.
  4. Copy the files to your desired media.

Adding a New PST File

You can use multiple PST files to help you organize your Outlook data. The default file will show your default Inbox, calendar, contacts, and tasks, but you can store any of these types of data in another PST file to manage the size of your Outlook data file. Creating a new Outlook data file is simple.

Use the following procedure to create a new Outlook data file.

  1. Select New Items from the Home tab on the Ribbon.
  2. Select More Items.
  3. Select Outlook Data File.

  1. In the Create or Open Outlook Data File dialog box, enter the name for the new file in the File Name field. This name will be displayed in the Navigation Pane.

  1. Select OK.

Outlook displays the Create Outlook Data File Password dialog box.

  1. Enter a password twice to password-protect your new data file. You can leave the fields blank if you do not want to require a password for this file.
  2. Select OK.

Look for the new item in the Navigation Pane.

Closing a PST File

You can close a PST file that you are not currently using, such as an archive file or a PST file you have created for a special project.

Use the following procedure how to close an Outlook data file.

  1. Right click on the item in the Navigation pane that you are not currently using.
  2. Select Close from the context menu.

  1. Look in the Navigation Pane. The item is no longer listed.

Opening a PST File

If you want to open a PST file that you do not have open, such as an archive file, a PST file you created, or a backup file, you use the Backstage View to open the file just as with other Microsoft Office applications.

Use the following procedure how to open an Outlook data file.

  1. Select the File tab from the Ribbon to open the Backstage View.
  2. Select Open.
  3. Select Open Outlook Data File.

Outlook opens the Open Outlook Data File dialog box.

  1. Select the file you want to open. If you are opening a backup, you will need to navigate to the backup file location.
  2. Select OK.

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