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Start by identifying which Outlook you use and how your account is set up, because that determines where your mail lives and whether a PST is a true second copy or your only copy of some items.
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Identify your Outlook client and account type
Two questions decide the method: which Outlook app you open, and what kind of account is attached to it. Microsoft Support states that Exchange, Microsoft 365, and Outlook.com messages are generally stored on the mail server. Exporting a PST creates a separate copy of that mail. POP and IMAP accounts work differently, and important items can sit in local Outlook data files on the computer, so those need a separate check.
| Account type | Where the mail is normally stored | What to confirm before backing up |
|---|---|---|
| Exchange, Microsoft 365, or Outlook.com | Generally on the mail server | That the device holds the mail range you want to keep (see the sync and cache checks below). The PST is a separate copy, not a replacement for the account. |
| POP or IMAP | Mail may be on the server, but Outlook can also keep important data in local Outlook data files | Whether local data files exist for the account and whether they hold items that are not available elsewhere. Back up those files as well as, or in addition to, a PST. |
To check the account type in classic Outlook for Windows, go to File > Account Settings > Account Settings and look at the Type column for each account.
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Back up with classic Outlook for Windows
Microsoft Support’s guide “Back up your Outlook email” describes the classic Outlook export route. The steps below follow that procedure.
- Open classic Outlook and select the correct account before you start.
- Go to File > Open & Export > Import/Export.
- Select Export to a file, then choose Next.
- Select Outlook Data File (.pst), then choose Next.
- Select the mailbox folder you want to export. Selecting the top-level mailbox folder is the way to include everything under it.
- Enter a file name and choose a destination on a local drive. Do not save the PST directly to a OneDrive location, which Microsoft’s export instructions advise against.
- Optionally set a password for the PST, then select Finish.
Once the export finishes, the PST can be imported later, and its messages can be searched, forwarded, or replied to from Outlook.
Confirm the export contains the full mailbox
An export reflects what Outlook has on the device, not necessarily everything in the account. Two settings control this, and both should be checked before you trust the file.
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Microsoft Support notes that Outlook can be configured to download only the past year of mail. If your goal is every available message, go to Account Settings > Account Name and Sync Settings and set the sync period to All. Allow time for the mailbox to finish downloading before you export.
Account for Cached Exchange Mode
When Cached Exchange Mode is on, the export may contain only what is in the local cache. Microsoft’s guidance says the default cache holds the past 12 months of mail. To export older items, Microsoft directs users to turn off Cached Exchange Mode, then run the export. Turn it back on afterwards if you use it for day-to-day work.
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Use New Outlook for Windows where PST export is available
New Outlook can export mail to a PST, but the feature set is not the same as classic Outlook. Microsoft’s export page documents Settings > Files > Export, followed by a wizard where you choose the mailbox or folders to export. The same page states that calendar and contacts saved in PST files are not available in New Outlook, so a New Outlook export should not be treated as a full calendar or contacts backup.
Microsoft’s “Feature comparison between new Outlook and classic Outlook” page was last updated September 23, 2026. Because Microsoft changes this feature set, check that page before relying on a specific capability.
Outlook.com and Outlook for Mac
For an Outlook.com mailbox, Microsoft Support’s “Export your Outlook.com mailbox” page describes two routes. You can export to PST using new or classic Outlook for Windows, or export to OLM using legacy Outlook for Mac. Microsoft says the resulting file is a copy of email, contacts, and calendar items through the export date, and that you need a desktop Outlook application to open it.
What a PST keeps and what it leaves out
A PST is a reliable copy of mail content, but it is not a full image of your Outlook setup. Microsoft’s import guidance lists the following.
- Included: email messages, with their attachments, plus contacts and calendar items when they are in the exported folders.
- Not exported: folder properties, message rules, and blocked sender lists.
Plan to recreate rules, blocked senders, and folder settings manually on a new profile or device. The PST will not carry them over.
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Test the backup by opening or importing it
An export file you have never opened is not yet a verified backup. Test it on a device or profile you can afford to experiment with, and do not import into your only working profile until you have confirmed the file is readable.
Import into classic Outlook
In classic Outlook, use File > Open & Export > Import/Export, choose Import from another program or file, select Outlook Data File (.pst), and browse to the file. Microsoft’s import guide states that importing does not delete the original Outlook items, so a test import is a safe check.
Open a PST in New Outlook
Microsoft’s PST opening and import guidance for New Outlook has environment requirements. As described in the Microsoft Support pages reviewed for this article, these include:
- Classic Outlook must be installed on the same computer.
- The 32-bit or 64-bit version of classic Outlook must match the architecture of the PST-opening setup.
- A Microsoft 365 subscription is required.
- ARM-based versions of Outlook are not supported in the referenced guide.
Confirm these requirements on the device where you plan to restore, since Microsoft revises them.
Keep a second copy in a safe location
A PST on the same drive as your Outlook profile protects against accidental deletion, not against drive failure or a lost laptop. A separate storage location is what makes the backup useful after a hardware problem. An external hard drive or SSD is a practical choice for a second copy of the PST. It is optional: the export wizard works without any extra hardware.
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Use a two-step process: export to a local folder first, then copy the finished PST to the external drive. Keep at least one copy off the computer you use every day, and repeat the export after significant changes to your mailbox.
Quick Recap
Verify the backup on a schedule
- Confirm the account is set to sync All, or that Cached Exchange Mode is off for the export.
- Export to a local folder and check that the PST file size and modified date match the export.
- Open or import the PST on a test profile and confirm recent messages, attachments, and calendar items appear.
- Copy the PST to a separate drive and record the export date with the file name.
- Recreate rules and blocked senders manually if you need them after a restore.
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