Before repairing Outlook or removing a profile, make a separate copy of the data that matters. First identify whether you use classic Outlook or new Outlook and whether the account is POP or server-backed, such as Microsoft 365, Exchange, IMAP, or Outlook.com. Those details determine whether the important file is a PST you should preserve or an OST cache Outlook can usually rebuild.
First identify your Outlook app and account type
Classic Outlook for Windows has a built-in export wizard for creating a PST copy. New Outlook has different menus and PST capabilities, so do not assume the classic steps below apply to it. Microsoft’s backup instructions cover classic Outlook for Microsoft 365 and Outlook 2024, 2021, 2019, and 2016.
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| What you use | What the data file usually means | What to preserve before troubleshooting |
|---|---|---|
| POP account | A PST can contain the account’s Outlook data. | Keep a copy of the existing PST; export selected folders to another PST if appropriate. |
| Microsoft 365, Exchange, IMAP, or Outlook.com | An OST is generally an offline synchronized copy that Outlook can recreate from the server after account setup. | Export important material to a PST if you need a separate local copy. Do not treat the OST cache as a portable backup. |
| Existing PST archive | A separate data file that may contain archived or otherwise locally stored Outlook items. | Copy the relevant PST while Outlook is closed and keep the original untouched until troubleshooting is complete. |
For an overview of the distinction and file locations, see Microsoft’s guide to Outlook Data Files. A PST can include items such as mail, contacts, appointments, tasks, notes, and journal entries, but its contents depend on the folders and scope you select. It is not a complete copy of every Outlook setting.
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- In classic Outlook, finish or cancel any open repair workflow, then open File > Open & Export > Import/Export.
- Select Export to a file, choose Outlook Data File (.pst), and continue.
- Select the mailbox or folder you want to preserve. Select Include subfolders if you want its nested folders included.
- Choose a destination and enter a meaningful filename, then complete the export. The wizard may offer an optional password; if you set one, you will need that password when opening the PST.
Microsoft’s classic Outlook backup instructions describe this export path. Choose a location separate from the Outlook profile; removable storage is one possible destination, not a requirement or a Microsoft-endorsed device type.
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Copy an existing PST before attempting a repair
If you already have a PST archive or use a POP account, preserve that existing file as well as—or instead of relying only on—a new export. Close Outlook before copying it, so the file is not in use. Keep the source file unchanged and make a copy in a separate location. Microsoft provides instructions for finding and transferring Outlook data files; locations can vary by account and Outlook setup.
A PST export backs up the Outlook items within its selected folders, not account configuration. When transferring a POP PST to another computer, the account settings must be configured separately.
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Preserve the file before running Inbox Repair
Microsoft Support recommends backing up the existing Outlook data file before using Inbox Repair. Close Outlook, make a copy of the relevant file, and only then run SCANPST.EXE. The repair guidance describes scanning the PST and choosing Repair if errors are found; it also notes that the repair may not recover every item. Keep the backup available in case you need to recover or import data later. See Microsoft’s Inbox Repair instructions.
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Preserve data before removing an Outlook profile
Do not remove a profile until you have identified and preserved any PST files that matter. Microsoft warns that offline cached content is deleted when a profile is removed. Server-backed OST files are generally rebuildable after the account is set up again, but that does not make unsynchronized content safe to discard. If you are unsure whether recent items have synchronized, avoid deleting or moving the OST casually and resolve that account-specific uncertainty before removing the profile. Microsoft’s Outlook startup and profile guidance includes the cached-content warning.
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What a PST backup does—and does not—preserve
A PST is useful as a separate local copy or archive of the Outlook items included in the export. It does not, by itself, reproduce the account setup on another computer, and you should not assume it includes every local setting, signature, template, or profile detail. Microsoft explains PST contents and Outlook-version differences in its guide to opening and finding items in a PST.
New Outlook’s PST support and menus differ from classic Outlook, and Microsoft has added PST-related capabilities over time. Confirm the current options in your installed app rather than following the classic wizard path by assumption. For Outlook.com mailbox export formats, Microsoft says desktop Outlook for Windows can export to PST, while legacy Outlook for Mac can export to OLM; see Export your Outlook.com mailbox.
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