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General discussion

Saving MS Outlook stuff to disk

Jun 23, 2004 12:44PM PDT

Hi y'all,

This seems like a dumb question, but I have to ask:

How does one save email messages and Contacts from Outlook? I have been told by Dell Customer Service to back up everything on my computer, b/c I have to completely re-set my system (a whole other issue that belongs in another forum). I would like to save my email messages and contacts, but I can't seem to find the folder that they're in.
I did save an data file entitled Outlook, a .pst file type. However, when I went to open it, I got an "open with" box prompting me to choose either "the appropriate Web service" or "program to open it with" Neither one worked (even when I chose Outlook to open the file).
I feel like this is an easy question, but not even Dell could give me an answer. Am I making this more difficult than it is. Is there a way to just save everything to disk?

Thanks for any help!

Discussion is locked

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Re: Saving MS Outlook stuff to disk
Jun 23, 2004 6:14PM PDT

Try File>Export to a Personal Folder, then File>Import from a Personal Folder.

The export part won't be a problem, I think. But you better find another installation of Outlook to try the import, before doing the erase!

Also see the Outlook Help for import and export, and especially http://support.microsoft.com/default.aspx?kbid=287070&product=ol2002 (How to backup, restore or move Outlook data).

Hope this helps.


Kees

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Re: Saving MS Outlook stuff to disk
Jun 25, 2004 1:53AM PDT

It worked! Thanks so much for your help!

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(NT) You're welcome.
Jun 25, 2004 4:25AM PDT

.

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Re: Saving MS Outlook stuff to disk
Jul 1, 2004 9:08PM PDT

pst file is a Microsoft format for importing or exporting data to and from Outlook. So open Outlook, slect import from file, specify pst format (note that you can import and export using other formats, such as CSV), and a few other parameters (which folder you want the data to go into, how to handle duplicate records, ...).
If you have several email accounts, you may want to save each one separately.

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Re: Saving MS Outlook stuff to disk
Jul 1, 2004 11:34PM PDT

This has been a major worry for me, too. I have a new computer still in boxes because getting my stuff transferred has been such a worry. I even bought a gizmo you're supposed to plug in that transfers everything from your old computer to the new, but I'm intimidated by the whole process.
And I don't even know what pst and CSV mean! Is there a glossary somewhere? A person can get dizzy going through circles in Help and not being able to put all the pieces together. Thanks to any comp-savvy people who might start at square one for this novice.

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Re: Saving MS Outlook stuff to disk
Jul 2, 2004 12:16AM PDT

Gailkate,

The MSKB article I referenced above treats moving Outlook data. Read it carefully, and proceed step by step. Nothing is harmed if you do anything wrong the first time.

Of course, you need something to transfer data between your old and new computer (like a CD-burner or a home network).

Hope this helps.


Kees

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Re: Saving MS Outlook stuff to disk
Jul 2, 2004 12:35AM PDT

I'm happy you asked this question because I'm scared to death to move these files and I want to upgrade to Office XP. I printed out the Microsoft help pages and when I get my nerve up, I will try doing it - since you said if I do it wrong, no harm done.

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Re: Saving MS Outlook stuff to disk
Jul 2, 2004 9:48AM PDT

Here's a neat trick, that no one mentions: Open Outlook/Contacts, then go to My Computer/A drive (floppy disc drive) open it....Shrink your windows for both programs so they will fit side to side. Insert a floppy in the drive. In the Contacts List choose which one you want to save and drag it from Contacts window to Floppy disc window, release and it will now be saved on your floppy ( tip: to shrink info down from card view ...go to View and specify List.)Keep doing this till you have everything copied. To reinstall on your new computer...follow reverse order and drag from floppy drive to your contacts list...very elegant...

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Re: Saving MS Outlook stuff to disk
Jul 3, 2004 8:23AM PDT

This is fine with a small number of contacts but becomes extremely tedious with 1300 contacts like mine.

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Re: Saving MS Outlook stuff to disk
Jul 2, 2004 3:46AM PDT

Open Outlook. Under the File menu, select "Import & Export". Choose "Import from another program or file". Then choose, "Personal Folder File (.pst)". From there, you can browse to backed up .pst file to restore everything that you backed up.

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Re: Saving MS Outlook stuff to disk
Jul 2, 2004 10:06AM PDT

I agree with the former post. I have transfered Outlook files from Office Professional to XP Office Professional (and before then from Office 9Cool on to a new computer. I encountered NO problems using the method above. As the Outlook file can be extremely large (in my case 140 megs) I was able to facilitate this using the retrieval process over a network. I do not see any problems in copying the file to a CD-R (RW) and then using the restore function from within the Outlook File drop down menu.

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Re: Saving MS Outlook stuff to disk
Jul 2, 2004 8:13PM PDT

I've had my share of problems trying to keep both an office 2000 and office XP up-to-date with the same data. The best solution I've found so far is to create a new pst file, open it, copy the folders I need to move from the current pst file to the new. Then close the new file. Once the new file is closed you can copy it without problem and then simply open it in the other Outlook.
Also it allowed me to split my sauvegarded messages (Largest part) from calender, tasks etc... and I don't need to have that large file opened when I only need to work with my calendar etc.. Hope it helps.

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Re: Saving MS Outlook stuff to disk
Jul 3, 2004 4:06AM PDT

The easiest way to save individual files from Outlook is to save those files as exported files and then save them to some media (floppy disk, CD, flash card, etc.). To save the files, in Outlook:

1. Click on "File"
2. Click on "Import and Export"
3. In the dialog window, select "Export to a file", then select "Next" down below
4. In the "Export to a file" window", select the file type you want to export to. I usually use "Comma Separated Values (Windows)".
5. In the next dialog window, select the folder you want to export from. For example, if you want to save your calendar, select that folder, and then click "Next".
6. In the next dialog window, you need to choose where you're going to save the exported file. I usually save mine to my desktop to find them more easily. Use the "Browse" button to name the location on your hard disk or on a separate drive to save the file.
7. If this is the first time you've saved the file, you will see a dialog box confirming the action you're about to take. Just click "Finish".
8. A new dialog box will ask the range of dates from your calendar you want to save. Chose the beginning and ending dates, and click "OK".
9. When you click "OK," you will see a window that shows the progress of the file being saved. It should only take about 5-10 seconds.

Viola! You've saved your calendar.

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Re: Saving MS Outlook stuff to disk
Jul 3, 2004 8:29AM PDT

I take my home Outlook data to work every Monday. Be sure to keep your PST file size small enough so it fits on a CDR. This will also provide "off-site" backup in case you PC/hard drive dies. Break up the data file into more than one PST by creating a new PST (File New) and moving information to it to keep the size down. Outlook breaks (no access to your data) with a PST over 1-1.5 GB. Once broken, you are out of luck!