Outlook is a program included in Microsoft Office designed to work with emails and letters. In order not to lose or transfer letters from the program to another computer or third party media, they can be saved in separate file, export or archive.

Saving email in Outlook 2010 and 2013

Where Outlook stores emails

By default, the program saves all messages at every specified period of time to a separate outlook.pst file automatically. This file is located in the Main_drive folder: \ Documents and Settings \ account_name \ Local Settings \ Application Data \ Microsoft \ Outlook. You can copy and use this archive for your own purposes, but keep in mind that the last letters received by mail might not have time to get into it. Therefore, it is better to use manual export or archiving to make sure that all emails are in the file.

Outlook.pst file containing all emails

How to archive emails

Archiving in Outlook is a feature that moves some emails to a separate compressible archive to reduce the amount of memory they occupy on the hard disk. Unlike traditional backups, which create a copy of Outlook items, archived items are moved to a separate Outlook data file (.pst file). Archived items can be accessed at any time by opening this file.

Automatic archiving

By default, the function is activated and performs its duties after 2, 3 or 6 months, depending on the type of letters. For more details, see the table below.

Table: Retention period of various data in Outlook

After the first automatic archiving session, the program creates a file and a separate folder for it. In the future, you can independently add letters to the archive or remove them from it. The archive created by Outlook is located by default under PrimaryDrive: \ User \ AccountName \ Documents \ Outlook Files \ archive.pst.

To customize the automatic backup settings for yourself, follow these steps:

Manual archiving

Manual archiving will create the Archive folder automatically if it was not previously created during automatic archiving.

Video: Archive to Outlook

Loading and restoring emails from archive and pst file

If you have an archive or other file with letters in pst format, then you can quickly unload all data from it into the program. That is, using a PST file, you can recover lost data or add new ones taken from another computer:

Video: transferring Microsoft Outlook 2010 database

Export letters

Export allows you to save both letters and other items in Outlook into a separate uncompressed file in pst format. The resulting file can be used in the same way as an archive, but it does not need to be unzipped.

1. While in the "File" tab, go to the "Open" subsection.
   Open the "Open" section
2. Select the "Import" or "Import and Export" function, depending on the version of the program.
   Press the "Import" button
3. Check the "Export files" option.
   Selecting the action "Export files"
4. Indicate that you want to create a pst file.
   Specify the pst format
5. Please select separate folders to be exported, or check the topmost section and check the box next to the words "Include subfolders".
   Specify which folders you want to export
6. Specify the path where the location for storing the file with exported letters will be determined.
   Specify where to save the file with exported files
7. If you want, then set a password for the file, but this is optional. Set a password for the file
8. As a result, you will receive a file with which you can transfer letters to any computer with Outlook.
   Exported file received

How to highlight emails

In order to mark several letters at once for further deletion or transfer them to the "Read" section, hold down the Ctrl key on the keyboard and start marking letters with the mouse without releasing the key.

If you need to select a large number of letters at once, then select the first letter, and then hold down the Shift key on the keyboard and select the last letter, not release the key. All letters between the first and the last letter will be highlighted.

Selecting multiple emails at once

To select all letters at once, mark one letter and hold down the key combination Ctrl + A, then all letters in the same folder as the selected letter will be selected.

Saving attachments from multiple emails

Some received letters may contain attachments: files, pictures, videos, etc. You can save the attachments of each letter in turn, but there is another option:

Some problems with Outlook emails and their solutions

In the process of working with letters, certain errors or problems may arise. To eliminate them, you need to perform certain actions.

Unread emails are read independently

If the letters that came to your mail are automatically marked as "Read", although you did not open them, then the fact is that you have enabled the function that shows that you have read the letter if you have opened a tab with it for a few seconds. To disable this feature, follow these steps:

Old emails are not displayed

Messages read some time ago may no longer be displayed in the program. To fix this, follow these steps:

Emails from Outlook can be exported or archived to create a file that can be transferred to another computer or shared with someone. From the created file, you can get data using any version of Outlook, using import or item creation.

When reinstalling operating system or changing computers, you probably won't want to lose messages from your email client. In principle, they shouldn't disappear anywhere anyway, but there are different cases. Even if you do not plan any actions with your computer, it is better to play it safe and create a backup copy of all your emails.

How to save emails to Outlook

When using any method, its attachments are saved along with the letter, but it is impossible to save only attachments without writing an individual script.

Saving specific emails

Selective mail saving is exactly the method that is usually understood as mail saving. It is designed to save certain letters, but nothing prohibits saving all your mail in this way.

1. Select the letter you need (left-click, as when opening) and go to the "File" tab.

   Select the letter you need and go to the "File" tab

2. Click "Save As".
3. A standard window for saving the document will open. Save the letter to the location you want.

   Select a folder and save the email to the desired location

How to highlight multiple emails

If you select several letters and go to saving, all selected ones will be saved. There are two options for doing this:

• to select several specific letters, click on each of them while holding down the Ctrl key;
• you can select all letters in a group using the Ctrl + A keyboard shortcut (first click on one of the letters so that the general selection command will apply specifically to the panel with letters).

Export (save) all emails to a pst file

This method involves creating a pst file that will include all letters and their attachments.

1. Go to the "File" tab, click on "Open and Export" and open "Import and Export". In Outlook 2010, the path to this window will be different: File - Options - Advanced - Export.

   Go to the "File" tab, click on "Open and Export" and open "Import and Export"

2. Select "Export to file".

   Select "Export to file" in the window that opens and click "Next"

3. Select "Outlook Data File" and click "Next"

4. Select your mailbox and check "Include subfolders". Exporting from multiple boxes at one time is not possible.

   Select your mailbox and check "Include subfolders"

5. Select the path for the file to be created and click Finish.

   Select the path for the file to be created and click "Finish"

6. In the next window you will be prompted to put a password on generated file... Just click OK.

   Click OK if you do not want to enter the password every time to access the saved mail

Where Outlook stores emails

Outlook has its own pst file that stores all your mail. This file is similar to the one described above. It can be located in different locations.

Possible pst file paths for Outlook 2016 and 2013:

• drive: \ Users \<имя пользователя>
• drive: \ Users \<имя пользователя>\ Roaming \ Local \ Microsoft \ Outlook;
• drive: \ Users \<имя пользователя>\ Documents \ Outlook Files;
• drive: \ Users \<имя пользователя>\ My Documents \ Outlook Files \;
• drive: \ Documents and Settings \<имя пользователя>

Possible pst file paths for Outlook 2010 and 2007:

• drive: \ Users \<имя пользователя>\ AppData \ Local \ Microsoft \ Outlook;
• drive: \ Users \<имя пользователя>\ Local Settings \ Application Data \ Microsoft \ Outlook.

Video: Export and Import Outlook Data

How to recover emails

Many people understand recovery as two completely different actions: import from a pst file and recovery deleted message... We will describe both of these actions.

Import (restore) letters from a pst file

This method assumes you have a pst file. How to create it is described above.

1. Open the Import and Export window as you would when exporting, and select Import from Another Program or File.

   Select "Import from another program or file" in the window that opens

2. Select Outlook Data File.

   Select "Outlook Data File" from the list and click "Next"

3. Specify the path to the file. If it is possible that the messages available in Oulook match the messages from the pst file, pay attention to the settings and select the one you need.

   Specify the path to the file using the "Browse ..." button and click "Next"

4. Select the entire Outlook Data File, select the account you want to export emails to, and click Finish.

   Select the entire "Outlook Data File", select the account you want to export emails to and click "Finish"

Video: Import Data into Microsoft Outlook 2010 from a pst File

Recovering deleted emails

If you've emptied the internal Outlook recycle bin, you won't be able to recover the email.

1. In the folder pane, open Deleted Items. To see this panel in Outlook 2016 and 2013, click All Folders or the spread arrow on the left side of the window.

   Open "Deleted Items" in the folder pane

2. Right-click on the desired letter, select "Move", and then the first suggested option (this will be the folder from which the letter was deleted).

   Right-click on the desired letter, select "Move", and then the first proposed option

3. If you have Outlook 2010 or 2007, you won't have this option. Select "Other folder" and specify the path yourself.

   Select "Other folder" and specify the path yourself

How to archive emails

We mentioned the main Outlook pst file earlier. Over time, more and more letters and attachments accumulate in it, in accordance with which its size also grows. To free up some space on your hard drive, you can enable archiving.

Archiving letters in Outlook is not divided into automatic and manual.

Archiving means turning one or several folders with letters (inside a pst file) into an archive. The folders themselves will not change for you in any way, but everything that is there now and will get in the future will be compressed.

Possible problems with emails

As with all Microsoft Office products, there are occasional problems with Otlook, but they are all very easy to fix. The reasons most often lie in the incorrect settings of the mail client itself.

Outlook marks an email as read

1. If the email is marked as read regardless of whether you have read it or not, go to the "File" tab and open "Options".

   Go to the "File" tab and open "Options"

2. Go to the "Mail" section and open the "Reading Pane ...".

   Uncheck the first item and click OK

Outlook does not flag read emails

If the read letters are not marked - as in the case with the previous problem - you need to go to the reading area settings. Select the checkbox "Mark as read when choosing another message" and press OK.

Drag the slider all the way to the right and click next

Do not change anything in subsequent windows. Then restart Outlook.

Making backups - or saving information to additional media - is a useful business. Mail is lost quite rarely, but it is still better to have insurance, especially if the messages contain important data. Try to save the file with letters periodically, even if you do not plan any changes.

When exporting contacts from Outlook a copy of your contacts saved as a CSV file or other file type. Then contacts from this file can be imported to another account Email.

Open Outlook on your computer and go to the tab File.

If there is no item on the ribbon File in the upper left corner, you don't have Outlook on your computer. In this case, you can find export instructions for your version of Outlook in the article Which version of Outlook I have.

Select Teams Open and export > Import and export.



Select item Export to file.



1. Comma Separated Values.

THIS ACTION IS THE MOST IMPORTANT especially if you are using a friend's computer. Scroll through the list if necessary Select a folder to export up and select the folder in your account Contacts... Click the button Further.



Click the button Overview, give the file a name and click OK.



Check in which folder the files will be saved and click the button Further.

Done Import and export disappears.



Find the new CSV file on your computer and open it in Excel to make sure your contacts have been exported. Most likely, it will contain a lot of empty cells. This is normal.



If you are using Outlook on a friend's computer, you can now remove your account from their version of Outlook. Here's how to do it.

1. In Outlook on your computer, select commands File > Account setup > Account setup.

   Select the account you want to delete and click Delete.

   Click the button Close.

Now contacts copied to a CSV file can be imported to another computer running Outlook for Windows or to another email service.

At the top of the Outlook 2010 ribbon, open the tab File.

If there is no item on the ribbon File you don't have Outlook 2010. In that case, you can find import instructions for your version of Outlook in What version of Outlook do I have?



1. Parameters.

   

In the Outlook Options window, select Additionally.



In chapter Export choose Export.

In the window Import and Export Wizard choose Export to file and press Further.

Select the type of export you want in the field Create file of the following type... The most commonly used format is Comma Separated Values ​​(Windows) also called a CSV file. Then press the button Further.



If you are going to use the exported contacts in another copy of Outlook, select Outlook Data File (.pst).

In chapter Select a folder to exportscroll up the list if necessary, and then select the folder containing the contacts you want to export. When finished, press the button Further.

Note: If you have not selected to export to an Outlook data file (PST file), you can only export one folder at a time.



2. 

   Click the button OK.

   In the dialog box Export to file press the button Further.

   To start exporting contacts, click the button Done... When the export is complete, Outlook does not display any messages, but the Import and export disappears.

   

   When the export is complete, click OK to close the Outlook Options window.

   Open the folder where you saved your contact list (for example, the Documents folder).

   

   If you exported contacts to a CSV file, view it in Excel to see what was exported from Outlook. Most likely, it will contain a lot of empty cells. This is normal.

   

   It is generally recommended that you close the file without saving your changes. Otherwise, the file formatting may be broken and you will not be able to use it to import. If this happens, you can always export again and create a new file.

   You can use Excel to update the data in the CSV file. For tips on working with a contact list in Excel, see Create and edit CSV files.

For information on importing contacts into Outlook 2016, see the article

This program allows you to quickly and easily import email message files in EML format to any mailboxes and Outlook and Exchange stores. All major Outlook account types are supported: POP3, IMAP, Exchange, Hotmail / Outlook.com (EAS), PST data files, and Exchange Server public folders.

The EML format is a popular way to back up email as well as transfer messages between different email clients and systems. For example, EML files can be obtained from Windows Live Mail, Mozilla Thunderbird, Mac Mail, Entourage, Eudora, and most other email programs. Since these programs do not support direct export of email messages to Outlook, the EML format is a great solution for transferring your data.

Our utility doesn't just import EML files into Outlook - it does it right, unlike other programs. All service headers of letters are saved during import, including blind carbon copy (BCC). Moreover, the utility allows you to create an existing folder structure with EML files on your disk in Outlook. This will allow you to quickly and painlessly transfer all mail from another mail client or from backup preserving the entire folder structure.

Additional settings will allow you to import EML files selectively. For example, only containing (or not containing) attachments or limit the size of imported files.

To save (export) messages to EML format, use our other utility. We also have utilities to import and export messages using MSG format (native to Outlook). If your task is to transfer messages between multiple Outlook instances, the priority is MSG format or using the Export Outlook Folders to PST format utility.

* This utility is for non-commercial use only. home use... It does not work in a domain environment. Some of the described functions and support for the domain environment are available only in the extended version of the utility.

	Discuss this utility on the forum We will be happy to help you understand how our utilities work and answer any questions related to them.
	How to import messages from EML to Outlook?

You can use the same contacts in Google Gmail and Microsoft Outlook without manually adding them to both locations.

In this article

Import contacts from Google Gmail to Outlook

Export contacts from Outlook to Google Gmail

Before you export contacts from Outlook, the differences between the Outlook address book and Outlook contacts are helpful. Both are part of Outlook. However, an address book is a compilation of lists of different addresses that Outlook can store, such as Internet LDAP directories, global address list (GAL), or other third-party address books. Contacts is just one of the address lists included in the address book. You can only export contacts directly from Outlook to Google Gmail.

Open the tab File.

Select item Parameters.

Select item Additionally.

In chapter Export press the button Export.

In the window Import and Export Wizard choose Export to file and press the button Further.

Please select Comma Separated Value (DOS) and press the button Further.

In the folder list, select the contacts folder you want to export and click Further.

Select a folder to temporarily save the file on your computer.

Note: This file can be deleted after importing contacts to Google Gmail.

Enter a name for the exported file and click Further.

To add or remove fields to determine how contact information is saved in the new imported file, click Matching fields.

Note: When trying to import data from another program or file, the Matching fields in the dialog box Export to file may not be available. In the dialog box the following actions will be performed check the box Export and then the button Matching fields available.

More Help Custom Field Mapping

1. In field from drag the box you want to convert the shape to the Outlook box specified in the box To whom.

   • To view additional entries in the " from", press the button Back to or Further.

     To remove all mappings, click Clear.

     To restore the original mappings, click Default.

To display additional fields in field, click the plus sign (+) next to the box. For example to display fields Street and Business city, click the plus sign (+) next to Work address.

Click the button Done.

Log in with your account Google entry Gmail.

In the left column, select Contacts.

On the right side of the screen, click Import.

In the dialog box Importing contacts press the button Overview.

Select the file exported in step 10 and click Open.

Click the button Import.