Choose Data File Management from the File menu to open the Account Settings dialog box.

Caution

Don’t back up your PST file to the same hard drive where it is currently located. If the drive fails, you will lose both copies of the file. Instead, back up the file to another hard drive if your computer has more than one or to another backup disk, CD, or tape.

Tip

Set up a regular backup schedule for your PST file, and make sure you back it up frequently to avoid losing any data.

Double-click the folder you want to back up to open the Personal Folders dialog box for the file.

Click in the Filename field, and use the arrow keys on the keyboard to view the whole path for the file. Make note of the file name and location.

Click OK.

Click Close, and then close Outlook. You can now locate the file on your hard drive and manually create and store a backup copy in a safe location.

Caution

Make sure you close Outlook before making a backup copy of your PST file.

Tip

You can use a backup program to back up the PST file if you don’t want to copy it manually, or if you need to copy it to tape or CD-R/CD-RW. All versions of Windows include a Backup program in the Accessories menu that you can use to back up the file. CD-R and CD-RW drives usually include software you can use to copy files to a CD. The advantage to using a backup program to back up your PST file is that the backup program keeps track of the file’s original location and restores the file to that location by default. This saves you the trouble of trying to remember the file’s original location.

Close Outlook, and then use Computer (My Computer in Windows XP and earlier) to open the folder containing the backup file.

Click on the file you want to restore.

Right-click the file and choose Copy.

Open the original location for the file. This location is the one recorded in the Personal Folders dialog box for the file, as described in the previous procedure.

Right-click and choose Paste.

Open Outlook, and verify that your data items are intact.