What’s actually slowing this PC down?
Pick the symptom - the matching free tool is one click away.
To make a separate, portable copy of Outlook email and other data, export the items to an Outlook Data File (.pst) in desktop Outlook, then copy the completed file to separate storage. The exact steps depend on whether you use classic or new Outlook for Windows, Outlook.com, or Outlook for Mac—and whether the mailbox has fully synchronized. An export is a snapshot, not an automatic recurring backup.
Choose the right backup method for your Outlook version
| Outlook setup | Local export format and route | What to know |
|---|---|---|
| Classic Outlook for Windows | Outlook Data File (.pst), using File > Open & Export > Import/Export | Check synchronization before exporting; cached Exchange accounts may export only items currently stored in the cache. Microsoft’s export instructions cover the wizard and its limitations. |
| New Outlook for Windows | PST export through Settings > Files > Export, where supported | Features and PST requirements vary by version and device. Check the installed version’s PST support guidance before relying on it. |
| Outlook.com in a browser | No browser-only mailbox export workflow is documented; use desktop Outlook to export | Microsoft describes a copy of email, contacts, and calendar through the export date. Windows exports PST; legacy Outlook for Mac exports OLM. See Outlook.com mailbox export guidance. |
| Legacy Outlook for Mac | Outlook for Mac Data File (.olm) | This is the Mac export format identified for legacy Outlook; don’t assume the Windows PST steps apply. |
For a work or school Exchange mailbox, a local export is an extra copy, not evidence of your organization’s backup or retention policy. Ask your administrator how server-side recovery is handled.
Export a PST from classic Outlook for Windows
- Confirm the account and data. In Outlook, verify that the account you intend to back up is selected and that the mail, folders, and date range you need have synchronized.
- Open the export wizard. Select File > Open & Export > Import/Export.
- Choose the export format. Select Export to a file, then Outlook Data File (.pst).
- Select what to include. Choose the account or folder to export. Select the option to include subfolders if you want them included.
- Choose a destination and filename. Save the PST somewhere local, not directly in a OneDrive folder. You can optionally set a password in the wizard.
- Complete and check the export. Finish the wizard, then verify that the resulting file contains the folders and date range you intended before treating it as a backup.
Exporting creates a copy; it does not remove the original items from Outlook. Microsoft notes that Cached Exchange Mode exports only items in the current cache. If older mail is missing, change the synchronization period or turn off Cached Exchange Mode as appropriate, allow the mailbox to synchronize, and export again. The available controls depend on the account and Outlook setup. Microsoft’s PST export guidance explains the cache limitation.
Export from new Outlook for Windows
In supported versions, open Settings > Files > Export, then use the wizard to choose a mailbox or folders and export them. Because new Outlook’s PST features and prerequisites vary, confirm the options in your installed version rather than assuming every new Outlook installation can export, open, and import PSTs in the same way. Microsoft’s PST support information lists requirements that may include classic Outlook, matching 32-bit or 64-bit architecture, a Microsoft 365 subscription, and a non-ARM environment for opening PSTs.
The Tool Desk
Outbyte Driver Updater FREEScan for outdated or missing drivers - takes under a minuteDriver Scan →Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →#1 Best Overall
- Easily store and access 2TB to content on the go with the Seagate Portable Drive, a USB external hard drive
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
What the export contains—and what it does not
A PST can hold the Outlook items in the folders you select. Depending on selection and app support, these may include email and attachments, contacts, calendar appointments, tasks, notes, and journal entries. An Outlook.com export through desktop Outlook is described by Microsoft as including email, contacts, and calendar up to the export date.
An export is not a full copy of Outlook’s configuration. Microsoft says it does not include items such as folder views, permissions, AutoArchive settings, message rules, and blocked-sender lists. If you need those settings on another computer, plan to recreate or transfer them separately.
Rank #2
- Easily store and access 5TB of content on the go with the Seagate portable drive, a USB external hard Drive
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
How account type affects what you should back up
- Microsoft 365, Exchange, and Outlook.com: Mail is generally stored on a server. A PST may not exist unless the account is configured for POP or IMAP. Server synchronization is useful, but it is not the same as an independent copy or a guarantee about retention and recovery.
- POP: These accounts commonly store Outlook information in PST files. Identify the relevant data file and preserve a separate copy if you need an independent archive.
- OST: This is an offline synchronized copy of server information. Microsoft says it does not need to be backed up as a separate data file because it is a copy of live server data.
- Work Exchange: Ask your administrator about organizational archiving and backup. A PST export does not establish what the employer can restore or how long it retains mail.
Microsoft explains these distinctions in its guide to finding and transferring Outlook data files.
Store the completed backup safely
Do not export a PST directly to a OneDrive location or configure automatic synchronization to target that location: Microsoft warns that OneDrive blocks automatic syncing of Outlook PST files. Once the export has finished, a separate copy of the completed PST can be placed on another hard drive, a USB flash drive, or cloud storage such as OneDrive or Dropbox. These are two different workflows: create the PST outside the actively synchronized OneDrive location, then copy the finished file.
Rank #3
- Easily store and access 1TB to content on the go with the Seagate Portable Drive, a USB external hard drive.Specific uses: Personal
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop. Reformatting may be required for Mac
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
An external hard drive is one possible destination, not a special Outlook requirement. Whatever storage you choose, keep the original export intact until you have checked any later restore, and ensure that the backup is separate from the computer or mailbox it is meant to protect.
Keep the backup current
Outlook does not automatically create periodic copies of all old and new items. Microsoft states, “There’s no automated way to periodically backup everything (old and new).” AutoArchive is not a substitute: it concerns older items and moves them rather than making a full independent copy. If you need a current archive, repeat the export when appropriate and copy each completed PST to safe storage. Microsoft describes these limits in its export and backup instructions.
Rank #4
- Easily store and access 4TB of content on the go with the Seagate Portable Drive, a USB external hard drive.Specific uses: Personal
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Open or restore data from a PST
Opening a PST lets you browse its contents in Outlook; importing copies items into a mailbox or data file. The supported steps depend on the Outlook edition you use, so follow the instructions for the version involved rather than treating opening and importing as interchangeable.
Quick Recap
Best Value
- [Upgraded Version] - This external hard drive features a mirrored logo stripe combined with a striped anti-slip design, and the rounded corners of the casing make it easier to grip. The stripes also have a heat dissipation function, ensuring stable and fast data transfer.
- 【Ultra-thin and quiet】 - The motherboard adopts JMicron 578 noise-free solution, giving you a quiet working environment. Lightweight and portable size designed to fit in your pocket for easy portability.
- 【Ultra-Fast Data Transfers】 - Pairing this external hard drive with JMicron 578 solution USB 3.0 and USB 2.0 interfaces enables blazing-fast data transfer. It boasts theoretical read speeds of up to 125MB/s and write speeds of up to 103MB/s.
- 【Plug and Play】 - With no software to install, just plug it in and the drive is ready to use.The hard disk chip is wrapped with an aluminum anti-interference layer to increase heat dissipation and protect data.
- 【What You Get】 - 1 x Portable Hard Drive, 1 x USB 3.0 Cable, 1 x User Manual, Gift-type shell packaging ,Three-year manufacturer's warranty and free technical support services.
- Keep the original PST unchanged and make a working copy if you will be troubleshooting.
- To browse the archive, follow Microsoft’s instructions to open and find items in a PST.
- To move items into Outlook, follow the PST import instructions for the Outlook edition installed.
- Check the destination folders and expected messages, contacts, or calendar items before deleting or replacing any other copy.
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
Free tools Windows power users keep installed
One-click scans. No signup required.
