How to Automatically Backup Outlook Mac 2011 / 2016 e-mails on Mac OS X?

If you want to know the best possible options to back up individual, multiple emails, or mail folders you added into your Outlook Mac 2011 / 2016 / office 365 Mac Mail Clients. You don't just want to make an automatic backup of Mails to Outlook Mac but also, be able to search through the backed up emails / attachments and be able to view or retrieve them as and when required.  

Some of the online guides suggest dragging emails into "On My Computer" in Outlook to do a backup of Outlook Mac Mails time to time. Whereas all it does is just adding up data to Microsoft Identity folder and further increases your chances of a crash. Some Guides suggest to just drag and drop emails to a folder on the desktop, however, it is just a pain to restore the emails or search through emails properly in case you ever end up with an Outlook crash or a Dead Mac.

Manually Backing up Outlook Mac 2011 / 2016 Mails to an OLM Archive

Another simple inbuilt option provided by Outlook is to export Outlook Mails to Outlook Mac Archive files (.olm) dumps time to time. So, in a case of a crash, you may use these to reimport the emails to your Outlook. In order to make it simpler, you may choose to 

  1. Setup by adding a new category in Outlook, name it 'Outlook Mac Backup'.
  2. Add a new rule, and name it '30 days Outlook Mac Backup', choose to add all email with a date sent/received older than, 30 days.
  3. Press Control + click & apply the '30 days Outlook Mac Backup' rule to Your entire Outlook Mac mailbox.
  4. Set a reminder to self to do File > Export in Outlook, and choose only to export mail data belonging to the category 'Outlook Mac Backup'.
  5. This way you will get an OLM file of emails older than 30 days which can be re-imported locally if ever required during an emergency.

However, this option is still not full proof, as sometimes during the export process the .olm files tend to be corrupted and this beats the purpose of having an Outlook Mac backup using this method. 

Automatically Backup Outlook Mac 2011 / 2016 Mails using Professional Mail Backup Solution for Mac OS X 

Mail Backup X takes the worry out of  the tedious process and automates the task of Backup Outlook Mac 2011 2016 Mails on your Mac. So, you can have your peace of mind while concentrating on more important tasks with your day to day business. Mail Backup X not only lets you backup you Outlook Mac emails & attachments  but uses compression to save on your disk space. You can browse and search through the Mail data, You can also set it up to create a mirror backup and regularly sync it on a USB drive / FTP server

Step By Step Guide on Backing up Outlook Mac 2011 / 2016 emails on Mac 

Step 1: Please download and install the Mail Backup X Application on your Mac. Please follow the link for Install Instructions

Step 2: Once the installation is completed. Launch Mail Backup X from the Applications / Quick Launch Menu 

Step 3: You may start the fully functional trial run of 15 days or if purchased Activate the Application.

Step 4: You will be presented a choice to set up a New Backup Profile. Please Choose Setup a New Backup Profile 

Outlook Mac 2011 2015 2016  backup Profile Setup with Mail Backup X

Step 5: You Will be presented options of Mail Clients > Choose Outlook Mac 2011 or Outlook Mac 2015 depending on which version you are using and proceed to next step

Choose Outlook Mac 2011 2015 Client to Backup Apple Mail on Mac

Step 6: You will be presented with folder structure from Outlook Mac 2011 / 2015 Mail Accounts. Please select/ deselect the folders you would like to backup from Outlook Mac 2011 / 2015.

Select the Folders you would like to be backed up on Mac

Step 7: Now you are presented with Advanced options like Frequency of Mail backup ( select Automatic as its recommended or you may choose the days and time frame for backup), You may also choose to add and setup Mirror locations for multiple copies of backups for extra security. You May also activate the Auto USB Sync. So, whenever you connect the USB drive, It automatically copies and syncs a copy of local backup to the USB Disc in the background automatically. 

Choose Settings that you prefer for Mail Backup

Step 8: Backup Profile is set up and now your emails are set to be backed up as per the options and settings you selected during the previous steps.