Sometimes your goal may be to make a backup copy of messages (that is, you want to leave the messages where they are and make copies of them). You can do that by exporting messages to a PST file. Remember, this action won't reduce mailbox size because copying doesn't move anything out of your mailbox.
- From the File menu, click Import and Export.
- In the first screen, select Export to a file and click Next.
- Select Personal folder file (.pst) under Create a file of type and click Next.
- From the list that appears, select the folder or folders that contain the messages that you want to export and click Next.
- Under Save exported file as, click Browse and select the PST file that you want to export the messages to.
Note: If you don't have an existing PST file to export to, you can create a new one by typing a new name in the File name box. Outlook will create a PST file for you when you click Finish. For example, you could type My Backup.
- Under Options, verify that Replace duplicates with items exported is selected. If you were to export messages to the same PST file on another occasion, these options would allow you to control how duplicates are handled.
- Click Finish to start the export. (If you have a lot of messages to export, this step may take a while.)
Note: If in step 5 you typed a name to create a new file, you'll be prompted with the Create Microsoft Personal Folders dialog box. In the Name box, type a name (for example, type My Backup) and click OK.
To see the copied messages, you'll need to open the PST file from within Outlook:
Here's how to do that:
- From the File menu, point to Open, and then click Outlook Data File.
- In the Open Outlook Data File dialog box, locate the PST file that you created above, click to select it, then click OK to open it.
Note: If you see an Open button rather than an OK button, click Open to open the folder, select the file, then click OK. The focus will shift to the new folder, and the main Outlook window will be empty.
- To see the copied messages, click the plus sign next to the appropriate Personal Folder file in the Navigation pane and click the folder that you archived in the steps above.