In Outlook, I’ve created an Archive folder for my mail as part of Sent mail. I want to move all of the messages to an external hard drive, but when I try, it only gives me the option of text only, which I presume is the header of each message. If I select one message, I can save it as Outlook message format which displays the whole message. If you’re using Microsoft Outlook on a Mac or PC, here’s how to save your emails on your hard drive. Outlook makes it easy to save your emails, contacts and much more – and gives you two.
Data is crucial and same holds true for Outlook data too! Ever wondered why Hard Drives have become a hot-selling computer accessory? Because users have started realizing the importance of data backup and it is not limited to D-Drive components. It also includes “save emails from Outlook to hard drive”.
Let’s explain with an example: One of your colleagues’ system gets corrupted and all the data in his system has lost. In absence of data backup, all his crucial work gets lost and he suffers a huge data loss including emails. If this is possible with others, it may happens with you too, but here’s an exception – you have time to safeguard the valuable data with proper backup and this can very well be done with backing up on hard drive. In fact, you can save emails from Outlook to hard drive with proper set of steps which is available in Outlook.
Now Again you are stuck ,because while data backup to hard drive is easy, there’s a complete set of steps involved in saving emails from Outlook 2007/2010/2013/2016/2019 to hard drive. Following three methods will help to free backup Outlook emails to hard drive. Follow these steps to get the job done with ease.
Methods to save Outlook folder to Hard Drive/ Desktop/ Drive
Method 1: Export and Backup OST/PST from Outlook Email Application
This is the easiest, straightforward and effortless way to export and backup Outlook Emails:
Open and Login on MS Outlook. Go to File and click on Open and Export followed by Import/Export
On Import and Export Wizard, click Export to a File and click next. Select Outlook Data File (.pst). again click Next
Since you need to backup Outlook on hard drive, connect the external drive to your computer. In case any dialog box appears to save on other location, click on Cancel button.
Click on Browse button to select the location for External Drive from the available list and type a name for Outlook backup. Click Ok.
Your PST file is saved on hard drive.
Method 2: Copy Outlook PST/OST manually to hard drive
Find location of Outlook emails in your PC and copy to backup Outlook PST or OST files manually. Perform below steps to accomplish the task:
Check the location where Outlook saves emails. Login on MS Outlook and Click and select Account Settings;
Click Data Files and then check out the exact location of Outlook PST and OST files on your system
Open the PST or OST file in Windows Explorer, click Open File Location;
Copy Outlook PST/OST to internal or external hard drive and follow the exact path to find saved files on your PC:
Press Win + Rto open Run dialog and type: %APPDATA% and Click OK;
Navigate to the exact location where Outlook saves your PST or OST files:
Drive:UsersUpdateLocalMicrosoftOutlook
Drive:UsersRoamingLocalMicrosoftOutlook
drive:UsersDocumentsOutlook Files
drive:UsersMy DocumentsOutlook Files
drive:Documents and SettingsLocal SettingsApplication DataMicrosoftOutlook
Now you can directly copy PST or OST files to your local drive or external hard drive as a backup.
Method 3: Direct and Easiest Method to export OST data on External Drive
The time saving and direct method involves direct conversion of OST file into PST which can be easily exported to hard drive. The time-saving method automatically backs up Outlook OST file emails with Stellar Converter for OST software.
Follow the below mentioned steps to successfully save emails from Outlook 2007/2010/2013/2016/2019 to hard drive:
Install and run the software. Click on ‘Browse’ if the location is known, else click on ‘Find’ and search for the file from the given Drives.
Click on ‘Convert’ button to start scanning process. A preview of converted OST file opens. Verify data from the available Preview. It should contain all components of mailbox including emails, contacts, calendars, journals, and more. Data verification maintains data entirety.
Click on ‘Save Converted File’ option. A pop-up appears to select the option for preferred file format. Save converted OST file in PST format. This file format ensures easy saving on External hard drive and enables ready import to Outlook as and when required. PST file also acts as backup as it saves emails from Outlook to hard drive. Click on PST and select the destination path as hard drive to save Outlook data on external hard drive.
Conclusion
Data backup provides peace of mind to users. You can select either of the methods to save and backup data to hard drive. Though earlier two methods are equally efficient but there are limitations attached in using these methods. First, many a times, these methods face “Outlook hang” problem owing to large Outlook data file. Secondly, contacts and other Outlook components are not saved. To overcome such limitations, try Stellar Converter for OST software which converts OST file to PST and user can save this PST file to hard drive.
Let’s take a look at our MVP review of OST to PST tool from stellar.
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You don't have to transfer each individual email to your external hard drive; Microsoft Outlook can export all of your messages to a single file for easy transport. Using Import and Export Wizard, convert the content of your mailbox to a personal folders, or PST, file; you can import this file into any email client that supports Microsoft Outlook. If you want to copy only business-critical messages to your other drive, create a new folder in your inbox and move the relevant emails to the new location. You can select to export that particular folder in the wizard.
1.
Open your account in Microsoft Outlook. Click 'File,' 'Open & Export,' then 'Import/Export.'
2.
Select 'Export to File' in the Import and Export Wizard and then click 'Next.'
3.
Click 'Outlook Data File (.pst)' and then click 'Next.' Choose 'Inbox' as the folder to export, or expand 'Inbox' and select the appropriate folder. Click 'Next.'
4.
Connect the external drive to your computer. Click 'Cancel' if a dialog box appears on-screen.
5.
Click 'Browse,' select the external drive from the list of storage devices and then create a name for your backup file. Click 'OK.'
6.
Click 'Next,' then 'Finish.' To secure the messages, enter a password when prompted and then click 'OK. Otherwise, click 'Cancel.'
Tip
If you've already exported the messages to a file, connect the external drive, press 'Windows-E' to open File Explorer and then browse to the location containing the archive. Drag-and-drop the file on to the external drive.
Warning
Information in this article applies to Windows 8 and Microsoft Office 2013. It may vary slightly or significantly with other versions or products.
References (1)
About the Author
Ruri Ranbe has been working as a writer since 2008. She received an A.A. in English literature from Valencia College and is completing a B.S. in computer science at the University of Central Florida. Ranbe also has more than six years of professional information-technology experience, specializing in computer architecture, operating systems, networking, server administration, virtualization and Web design.
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Ranbe, Ruri. 'How to Transfer Archived Emails to an External Hard Drive.' Small Business - Chron.com, http://smallbusiness.chron.com/transfer-archived-emails-external-hard-drive-69210.html. Accessed 20 November 2019.
Ranbe, Ruri. (n.d.). How to Transfer Archived Emails to an External Hard Drive. Small Business - Chron.com. Retrieved from http://smallbusiness.chron.com/transfer-archived-emails-external-hard-drive-69210.html
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