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Identify your Outlook app and account type first
The right backup depends on what Outlook stores locally and what remains on the mail server. Classic Outlook and new Outlook also have different menus and PST capabilities, so do not assume that instructions for classic Outlook apply to new Outlook.
| What you use | What the data file does | What to preserve before troubleshooting |
|---|---|---|
| POP account | A PST can contain locally stored Outlook data. | Preserve the existing PST. If you want a separate copy of selected folders, export them to another PST. |
| Microsoft 365, Exchange, IMAP, or Outlook.com account | An OST is an offline synchronized copy associated with the account; Outlook can generally recreate it from the server. | Export important folders to a PST if you need an independent local archive. Check for unsynchronized cached content before profile removal. |
| Existing PST archive | A PST can store archived Outlook items or exported data. | Copy the PST while Outlook is closed and keep the original unchanged until troubleshooting is complete. |
Microsoft describes PST files as data files used for POP data and for saving or transferring Outlook information. OST files are offline copies used with accounts such as Microsoft 365, Exchange, IMAP, and Outlook.com; for these accounts, Outlook can generally download the mailbox again and recreate the OST after account setup. See Microsoft’s PST and OST guidance.
Synchronization is not the same as a separate backup: an OST is tied to Outlook’s account and cache, while a PST export gives you a distinct local file. A PST’s contents depend on which folders you export. It may hold mail, contacts, appointments, tasks, notes, and journal entries, but it does not automatically include every Outlook setting or account configuration.
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Export important folders to a PST in classic Outlook
Microsoft’s export instructions apply to classic Outlook for Microsoft 365, Outlook 2024, 2021, 2019, and 2016. The wizard creates a separate PST from the folders you select.
- Open the export wizard: In classic Outlook, select File > Open & Export > Import/Export.
- Choose the export format: Select Export to a file, then Outlook Data File (.pst).
- Select the data: Choose the mailbox or folder to preserve. Select Include subfolders when you want its nested folders included.
- Choose a destination and filename: Save the PST somewhere separate from the Outlook data file you are troubleshooting. A removable drive is one possible destination, not a requirement or a Microsoft-endorsed device.
- Finish the export: Follow the remaining wizard prompts. Outlook may offer an optional password; if you set one, you will need it to open the PST later.
Microsoft’s Back up your Outlook email page documents this classic Outlook sequence. Do not treat the export as a complete copy of every local Outlook setting: the selected folders determine what is included.
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Copy existing PST files before repairs
If you already have a PST used by a POP account or as an archive, preserve that actual file as well as making any new export you need. Close Outlook first, then copy the PST to a separate location. Keep the original untouched until you know whether the repair succeeded and your data is accessible.
Microsoft provides guidance for finding and transferring Outlook data files. A copied PST does not carry account setup with it: if you transfer a POP PST to another computer, configure the account separately in Outlook.
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Preserve the file before running Inbox Repair
Before using the Inbox Repair Tool, close Outlook and make a copy of the relevant data file. Microsoft Support explicitly recommends backing up the existing Outlook data file before starting the tool because the repair may not recover every item.
- Exit Outlook.
- Locate and copy the PST you intend to repair; do not run the repair against your only copy.
- Run SCANPST.EXE on the PST and let it scan for errors.
- If errors are found, choose Repair. Keep the backup available in case you need to recover or import data later.
See Microsoft’s Repair Outlook Data Files (.pst and .ost) instructions for the tool’s workflow.
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Take extra care before removing an Outlook profile
Removing a profile is not the same as repairing a data file. Microsoft warns that offline cached content is deleted when a profile is removed and advises backing up data files first. Preserve relevant PST files before proceeding, and consider whether any recent changes have not synchronized to the server. Do not delete or move an OST casually; whether its cached content can be recovered depends on the account and synchronization state.
If Outlook will not start and you are following Microsoft’s profile troubleshooting guidance, read the warning in the Outlook startup article before removing the profile.
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What changes in new Outlook
New Outlook has different PST menus and capabilities from classic Outlook. Microsoft documents PST support separately, including opening PST files and more recent export support; the classic File > Open & Export wizard steps above should not be presented as new Outlook instructions. Check Microsoft’s current PST support guidance for the app variant you use.
For an Outlook.com mailbox, Microsoft’s mailbox export guidance says desktop Outlook for Windows can export to PST, while legacy Outlook for Mac can export to OLM. These formats and steps are app-specific; a PST is not a universal backup of every Outlook configuration or local setting.
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