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How to create Pst data file in Outlook and backup pst outlook 2011

backup pst outlook 2011 emails

When Microsoft Outlook is run for the first time, the necessary data files are automatically created. However, sometimes you must create additional data files.

For example, archived items can be saved in another Outlook data file (.pst).

You can also keep different projects in your own Outlook data file (.pst).

If you are using a Microsoft Exchange Server account , an Outlook data file (.pst) does not need to be delivered to the items and saved on the computer running Exchange Server.

However, Exchange accounts include functionality in Outlook so that you can work with messages even when a connection to the email server is not available. 

This feature uses a special offline data Outlook file (.ost) that is used to keep a synchronized copy of the Exchange account.

About Outlook data files (.pst and .ost)

An Outlook data file (.pst) is used for POP3 and IMAP email accounts. Also, when you want to create files or copy files of Outlook items and folders on your computer, such as Exchange accounts, create and use an additional Outlook data file (.pst).

When you have an Exchange account and chose to work offline or use the Cached Exchange Mode, an offline Outlook data file (.ost) is used. You do not need to back up an offline Outlook data file (.ost). A new .ost file can be created from the data that is saved on the Exchange Server computer.

Outlook data file (.pst)

The Outlook data files (.pst), which are saved on your PC, contain Outlook messages and other items The most common type of email account, the POP3 account, uses Outlook data files (.pst). Mail messages from POP3 accounts are downloaded from the mail server and saved on the computer.

Outlook data files (.pst) can also be used to archive items from any type of email account.

File location

The fastest way to open the folder where the Outlook data file (.pst and .ost) is saved is as follows:

In Outlook, click on the File tab.

In the right pane, click Account Settings, and then Account Settings.

In the Data Files tab , click an entry, and then click Open File Location .

Outlook data files (.pst) are created with Outlook 2013 or Outlook 2016 and saved in the folder

  • Documents \ Outlook files on your PC.
  • If you upgraded to Outlook on a computer that already had data files created in Microsoft Office Outlook 2007 or earlier, these files are saved in a different location within a hidden folder on drive:
  • \ Users \ user \ AppData \ Local \ Microsoft \ Outlook.
  • Offline Outlook data files (.ost) are also saved in the drive: \ Users \ user \ AppData \ Local \ Microsoft \ Outlook .
  • Most of the data remains on the server, but it is recommended to make backup copies of items that are saved locally.

For example, calendar, contacts, tasks, and folders marked as local only.

Steps to create a PST file in Outlook and backup pst outlook 2011 emails

  • In the toolbar click on “File”
  • In the Information section, click on Account Settings and again on Account Settings as shown on the screen:
  • When you do this, you will see a screen like the one below where you must select Outlook Data File (.pst)  and click OK, then you must choose the name that you will put to your file and where you want to save it on your computer:
  • By default, data files are not password protected.
  • To add a password to the data file, in  password , type the password you want to use in the Password  and  Repeat password text boxes  .
  • When you use Outlook 2013 or Outlook 2016 , email messages, calendar, tasks, and other items are saved on a mail server, on your PC, or in both locations.
  • With this you have created your .pst file which you can check in the Data file section where you will see the file you have just created, this way you already have your emails backed up and you can use them when you need it.
  • Outlook items saved on the PC are kept in Outlook data files (.pst and .ost).

Capacity issues with PST files

Old PST files were prone to damage.

This issue was addressed by increasing the maximum capacity limit to the current 20GB. However, this limit may still be too low for certain users, so be careful not to damage the PST file.

This is where organization comes into play. Users can create a PST file and drag items from one account to another. Doing so helps keep the file size within established limits and keeps emails tidy. For example, separate PST files can be created for personal and business messages. Others in turn subdivide company emails based on projects, departments, senders, and other schemes.

Some frequently asked questions (Answered)

  1. What makes the Mail backup X the best tool to backup PST outlook 2011?

The whole package of its features and performance makes the Mail backup X the best tool to backup Outlook PST 2011. It is fast and 100% safe to use. It can be used by all types of users without the need for expertise.

  • How to use the Mail backup X to auto backup PST outlook 2011?

There are no specific things that you need to do in order to auto backup PST files. Just install the tool and follow the instructions given by the interface. The tool will do the rest.

  • What is the benefit of backing up PST outlook 2011 automatically?

Increased data safety is the main benefit of backing up PST outlook 2011 automatically. Since automatic methods eliminate the chances of mistakes which exist in manual methods, they become safer by definition and practice.

  • What does it mean by automatic Outlook 2011 PST backup?

When we say automatic 2011 PST backup, we mean that we do not have to take a lot of steps manually. You do not have to find email files and you do not have to copy paste anything anywhere. The chances of missing out files are nil because the files are scanned automatically.

  • Does the Mail backup X give free maintenance and updates?

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User comments (Client Testimonials)

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“I was worried that I might lose my email data. I had moved to a new company and my old email data was still with me. So I decided to get an email backup and recovery tool with which I would be able to backup PST outlook 2011 while saving space too. The Mail backup X was easy to use and also very affordable. I was able to backup my PST outlook database in a hard drive and that too in 3X lesser space. I would suggest all users to try it once.”-  Ted Ryan

Software specification

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Internet Connection: Cable or DSL

Operating system

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Windows- Windows 8 and Above

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