Protecting mail data is very important than any other data. Many of my customers used to ask me to protect their mails including their personal folders and folders created by them under personal folders in Microsoft outlook

Today I have guided one of my customers who uses Microsoft outlook about exporting and importing mails from one computer to another computer. He wanted to format his office laptop because it has effected with virus. He also wanted to take backup of his mails before formatting and also wanted to test backup file in another computer before doing first computer formatting.

I guided him to follow the below steps.

Open E-mail (Microsoft office outlook) in first computer in where you want to take backup of the mails

1. You will find all mail folders listed in left side pane
2. Click file – Click Import and Export
3. In the ‘Choose an action to perform’ dialog box select Export to a file and click Next
4. In the ‘Create a file of type’ dialog box select Personal Folder file (.pst) and click Next
5. In the ‘Select a folder to Export from’ dialog box Click Top of the list usually Personal Folders and Check include sub folders check box and click Next
6. Give the path name of the file where it should be exported and remember the path of the file. This file can be used to import to other computer or same computer after completion of re-installation of operating system and office. Ex: C:\backup.pst and click Finish
7. You can leave the option of Compressible Encryption and give password to use this file while importing if you need to protect this file from unauthorized use. Click Ok
8. You can verify the file availability in selected location
9. Copy this file to second computer using pen drive, cd or through network to a safe location

To Import the file

Open E-mail (Microsoft office outlook) in first computer in where you want to take backup of the mails

1. Click file – Click Import and Export
2. In the ‘Choose an action to perform’ dialog box select Import from another program or file and click Next
3. In the ‘Select file type to import from’ Select Personal Folder File (.pst) and click Next
4. Select the file which is copied from first computer by clicking browse and pointing to location and click Next
5. Select Required Folder usually Personal Folders  from ‘Select the folder to import from’ dialog box – Check the Include Sub folders check box and click finish

This procedure solved my customer’s situation. Your question may be different from above question. So please be careful while doing this exercise. Please ask me and give control of your PC online to solve your mail related problems if you are not familiar with Microsoft outlook.

Almost same procedure can be followed in Windows XP, Server, and Professional…etc with office 2000, 2003 or 2007. Some options and names may be different. You should understand in any mail client once you are perfect in doing above exercise.

Thanks

Raj

This entry was posted on December 17, 2009 at 5:31 PM. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.

Posted in Computer Servicing by Raj No Comments Yet