How to Back Up Your Microsoft Outlook PST File

How to Back Up Your Microsoft Outlook PST File

Your PST file contains all your Outlook email, so you need a safe and reliable way to back it up on a recurring basis.

A little backtracking, for those of us who haven’t run across this term before. If you use Microsoft Outlook for your email, your PST files contain all your messages, calendar events, contacts, and other data. As the PST file is critical, you need a way to back it up on a regular basis in case something goes kerflooey with the live file. You can then always retrieve the backup, whether to locate an individual e-mail that’s been lost or deleted or to recover the entire PST file in case it gets corrupted. Outlook itself offers no way to back up the file, but you can turn to a couple of free utilities to do the work.

Microsoft provides a free program called Personal Folders Backup, which sets itself up as an add-in for Outlook and can automatically back up your PST file at regular intervals. The drawback with Personal Folders Backup is that it works only with older versions of Outlook up to the 2010 edition. But no cause for worry. Those of us who run Outlook 2013 or 2016 can use a third-party tool called Safe PST Backup. This utility can also automatically back up your PST file on the fly at specific days and times and to the location of your choice.

In the olden days of Outlook, I used the Personal Folders Backup program since it was simple and got the job done. Since upgrading to Outlook 2016, I’ve been using Safe PST Backup, which has also proven to be an effective tool. Let’s first look briefly at Personal Folders Backup for those of you running an older flavor of Outlook and then we’ll take a tour of Safe PST Backup.

Personal Folders Backup

Microsoft’s Personal Folders Backup is a good tool to back up your PST file if you’re running any version of Outlook from 2002 through 2010. There is one caveat. If you are using Outlook 2010, you’ll need to perform a Registry hack to get the software to work properly. This hack is described in the following Microsoft tech document called appropriately enough “How to enable Personal Folders Backup add-in to work with Outlook 2010.”

To get started, download and install the Personal Folders Backup from its page at Microsoft’s Download Center. After the installation, open Outlook and look for the new Backup command. In Outlook 2002, 2003, and 2007, click on the File menu and select Backup. In Outlook 2010, click on the Add-Ins option at the top to display the Add-Ins Ribbon and click on the Backup command. The Personal Folders Backup window then pops up on the screen.

After installation, you can find the Personal Folders Backup tool from within Outlook.

Click on the Options button to set your Backup options. First, choose the frequency at which you want to be reminded to back up your PST file, anywhere from 1 to 60 days. Then make sure your Personal Folders are checked as the item to be backed up. Then click on the Browse button and select a file location in which to back up the file. You best bet is to back up the file to a network or external USB drive so it’s safe in case you ever have trouble accessing your hard drive.

Choose a safe and secure place to back up your PST file.

Next, click on the Save Backup button to test the backup. Outlook flashes a message telling you that you need to exit before the backup can run. Shut down Outlook, and the backup should immediately run. Once the PST file is backed up, open the location you selected to ensure that the backup file exists. From then on, you’ll be reminded to back up the file based on the frequency you chose.

Okay, sounds simple enough. But now let’s look at Safe PST Backup as a tool for those of us running more recent versions of Outlook as well as older editions.

Safe PST Backup

Safe PST Backup supports any version of Outlook from 2002 through 2016. The basic software is free, while a more feature-packed Enterprise edition starts at $29.95 per license. Though the Enterprise edition is designed for organizations, it offers some benefits for individuals as well. A webpage for Safe PST Backup describes the features offered by the Enterprise version. We’ll look at the free version.

First, download and install Safe PST Backup from its dedicated webpage. Launch the program from its Start menu shortcut. Click in the field for the Backup Destination folder and choose a backup location. Again, you’re safest selecting an external source such as a network or USB drive. I set the file to be backed up to a share on my network drive, which itself is backed up to an external USB drive on a weekly basis. Then click on the Options button.

Try to back up your PST file to a network share or external USB drive.

At the Schedule tab, select how the PST file will be backed up (manually or automatically). Then choose the frequency at which the file will be backed up – hourly, daily, weekly, monthly, or on specific days and times of the week.

Safe PST Backup offers a variety of options over how frequently you can back up your PST file.

Next, click on the Files and Folders tab and confirm that your default PST file is listed as the item to be backed up. If you have more than one PST file, each of them should be listed at this screen.

Make sure the correct PST file or files are listed as the ones to be backed up.

You can skip the options on the Other tab since those are specific to the Enterprise version of Safe PST Backup. Click OK to close the Settings screen. Return to the launch window for Safe PST Backup and click on the Start Backup button. The status message should indicate that a backup is in progress. After the backup has completed, the status message will return to idle. Another bonus with Safe PST Backup is that the tool can back up your PST file even if Outlook is open and running.

Safe PST Backup can back up your PST file even if Outlook is open.

Now open the backup location that you specified to make sure the PST file was copied successfully. You should see the PST file along with a metadata file. As the software performs more backups, a new PST file is generated for each backup. The program also creates a log file that you can open in Notepad. If all goes well, the log file should indicate each new backup as a success.

The log file will indicate whether the backup was successful.

Microsoft’s Personal Folders Backup is a basic PST backup tool that can certainly get the job done. But even the free version of Safe PST Backup is a more powerful and versatile tool, so that’s your better option. And if you need any of the features found in the Enterprise edition, paying $29.95 for it is worth the price.

Exploring Windows 10 Privacy Settings and Options, Part 2

Last week, in part one of this two part article, I discussed the current state of affairs when it comes to Microsoft, Windows 10, and Privacy: Microsoft’s recent efforts in the upcoming Creators Update, and the first half of the 16 privacy settings categories in the operating system.

Windows 10 and privacy concerns have once again garnered headlines because the European Union is concerned that the new efforts in the Creators Update do not go far enough to give users full control over their data and privacy settings in the operating system.

Their biggest concerns are around the user not having more control over the default privacy settings when Windows 10 is installed or the users lack of control relating to the personal data that Microsoft collects and uses.

As I explained last week in part one, Microsoft has made changes in response to privacy concerns including a new central privacy portal for everything relating to data collection and privacy plus they have established a new Privacy Dashboard to give users the ability to see what data is being collected and delete it at their discretion.

It seems these efforts are not enough according to the EU:

“Microsoft should clearly explain what kinds of personal data are processed for what purposes. Without such information, consent cannot be informed, and therefore, not valid.”

However, Microsoft has given users a level of granular control within Windows 10 that allows them to grant access to various aspects of their data and hardware within the operating system. When you add those elements to the privacy explanations and controls they have recently made available, it certainly seems that Microsoft is trying to be clear about how the information is used.

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So let’s wrap up the review of the second half of all the privacy related settings that are available in Windows 10 through the Windows Settings>Privacy settings page.

In total, there are 16 different categories and over 40 settings that can be adjusted within the operating system to give end users full control over what is shared from their device. Here’s what each of them does.

Privacy> Calendar

– Let apps access my calendar (Master Toggle)

– Choose the specific apps that have access to your calendar

Privacy> Call History

– Let apps access your call history (Master Toggle)

– Choose the specific apps that have access to your call history

Privacy> Email

– Let apps access and send email (Master Toggle)

– Choose the specific apps that can access and send email

Privacy> Messaging

– Let apps read or send messages (text or MMS) (Master Toggle)

– Choose the specific apps that can read or send messages

Privacy> Radios

– Let apps control radios (Master Toggle)

– Choose apps that can control radios

Privacy> Other Devices

– Let your apps automatically share and sync info with wireless devices that don’t explicitly pair with your PC, tablet, or phone (Master Toggle)

– Use Trusted Devices (devices that have already been connected to or comes with your PC, tablet, or phone) (On/Off toggle per device/app)

Privacy> Feedback & Diagnostics

– Feedback Frequency (Drop down list with options for Automatically (Default), Always, Once a day, Once a week, and Never)

Note: This feedback option is for those random questions that pop up when you are using a certain OS feature and are used to get feedback during the use of the OS.

– Diagnostic and Usage Data (Drop down list with options for Basic, Enhanced, and Full (Recommended).

Note: Here is a breakdown for each one of these categories of diagnostic and usage data from Microsoft.

• Basic sends data that is vital to the operation of Windows. It helps keep Windows and apps secure, up to date, and running properly by letting Microsoft know the capabilities of your device, what is installed, and whether Windows is operating correctly. Basic includes basic error reporting back to Microsoft. Basic data consists of:
  •  Configuration data, including the manufacturer of your device, model, number of processors, display size and resolution, date, region and language settings, and other data about the capabilities of the device.
  • The software (including drivers and firmware supplied by device manufacturers), installed on the device.
  • Performance and reliability data, such as which programs are launched on a device, how long they run, how quickly they respond to input, how many problems are experienced with an app or device, and how quickly information is sent or received over a network connection.
  • Network and connection data, such as the device’s IP address, number of network connections in use, and data about the networks you connect to, such as mobile networks, Bluetooth, and identifiers (BSSID and SSID), connection requirements and speed of Wi-Fi networks you connect to.
  • Other hardware devices connected to the device.

• Enhanced includes everything in Basic, plus data about how you use Windows, including Microsoft and third party software (apps, drivers, etc.) that run on Windows. This data includes which apps you use most often, how long you use certain features or apps, how often you use Windows Help and Support, and which services you use to sign in to apps. Enhanced lets us collect diagnostic data related to system or app crashes. If you select this option, we’ll also be able to provide you with an enhanced and more personalized Windows experience.

• Full includes everything in Basic and Enhanced levels, plus additional diagnostic data including the memory state of your device when a system or app crash occurs (which may unintentionally include parts of a document you were using when a problem occurred). It also turns on advanced diagnostic features that can collect additional data from your device, which helps us further troubleshoot and fix problems. When we learn that devices are experiencing problems that we have trouble diagnosing or replicating internally, we will randomly select a small number of devices from those at the Full level that are experiencing those problems from which to gather the data needed to diagnose and fix the problem (including user content that may have triggered the issue). If an error report contains personal data, we won’t use that information to identify, contact, or target advertising to you. Full is the recommended option for the best Windows experience and the most effective troubleshooting.

Privacy>Background Apps

– Let apps ruin in the background (List of apps with On/Off toggle switches to select specific apps that can/can’t run in the background on your device.

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As I wrap up this two part article about Microsoft, Windows 10, and Privacy I want to reiterate what I said last week, and the consequences of privacy related choices using these extensive settings/options in Windows 10:

Something to keep in mind as you explore and tweak these various settings is that there could be a consequence that prevents Microsoft from providing the best possible support and experience on your device or an app might not have access to data it needs to function properly. Those are the trade offs that must be considered as you look at your privacy so be sure to read through the documentation Microsoft provides about privacy and those areas so that you fully understand how they use it and what those consequences might be in the end.

Ultimately though the choice is in your hands when it comes to privacy across Windows 10 and what your experience will be like.