How to Backup Outlook Server Data – Complete Solution

Backup Outlook Server Data

“Hello friends, I am using Outlook for more than 10 years and now in my Outlook account mailboxes, there are a lot of important emails and also having so many contacts. Now, I want to clean up space from my Outlook account. But I don’t know how to backup Outlook server data. So, is there any way to backup emails, calendars, contacts, and other data from my Outlook account? Also, I am not that technical person, so please suggest to me an easy and effective way to download Outlook data.”

In today’s world, many users and companies use Outlook for composing and receiving emails. Also, with so much use of email, users afraid and even can’t afford a single loss of emails and data. So, in this guide, we will get to know about How to backup Outlook emails to computer. This guide will describe various methods and also explain which method is best to backup Outlook account.

Ways to Backup Emails from Outlook Server

In the upcoming sections, we will discuss two different methods to export emails from Outlook. We will discuss the below-mentioned methods to save emails from Outlook account:

  1. How to Backup Emails from Outlook Manually
  2. How to Backup Emails from Outlook Server Easily – Automated Way

Backup Outlook Server Data Easily – Automated Way

Outlook Backup Tool is the one time and best solution to save emails from Outlook account to local drive. Also, this tool comes up with multiple features such as this tool enable support to backup emails in multiple file formats such as PST, EML, MSG. Additionally, this tool provides an option to split large PST file into smaller ones to minimize the corruption issues. Moreover, the UI of this tool is very simple and easy to use so that any non-technical user can also export emails by using this method. Now, to know the working of this tool to export emails from Outlook account, follow the steps stated below.

Steps to Download Emails from Outlook Server

  1. Download and Run Outlook Server Data Backup Tool on your computer
  2. Enter the login credential in the software to sign in to your Outlook account
  3. Now, select the emails and other data you want to export
  4. Afterward, select the file format to backup Outlook data
  5. Finally, browse the location and click the Start Backup option

Backup Emails from Outlook Manually

In order to backup email data from the server, you need to configure your Outlook server account to the desktop client application. There are two options to configure an account, POP and IMAP. In the below sections we will discuss the complete guide to configure Outlook account to desktop client and then we will discuss the solution to backup Outlook Server data after configuring your Outlook server account to desktop email client.

How to Configure Outlook Account?

There are two options to configure Outlook account; POP and IMAP. Let’s discuss the step by steps procedure to configure Outlook account.

  1. Download and Open Outlook Desktop application on your computer.
  2. Click on File >> Add Account.
  3. Afterward, enter your email address and click on Advanced option and select Let me set up my account manually.
  4. Then, click on the Connect button.
  5. Now, select the POP and IMAP option as per need and enter the server settings as mentioned below:

IMAP Server Settings
Server Name –
Port – 993
Encryption method – TLS

POP Server Settings
Server Name –
Port – 995
Encryption method – TLS

SMTP Server Settings
Server Name –
Port – 587
Encryption method – STARTTLS

  1. After, filling in all the details correctly, enter account password.
  2. Finally, you successfully configured your Outlook account.

After configuring Outlook server Outlook to Outlook desktop email client. Now, backup Outlook server data from Outlook desktop email client.

How to Export Emails from Outlook?

In order to export emails from Outlook account, follow the steps mentioned below:

  1. Open Outlook and click on File >> Open & Export >> Import/Export
  2. Now, select Export to a File option from the list
  3. Afterward, choose Outlook Data File (.pst) option from the give options
  4. Here, select account you want to export and click Next
  5. Finally, browse the desired location to export and click Finish button

You have successfully backup email data from Outlook server. But as we have seen this method is very lengthy and difficult. Also, if you miss any of the steps then it may cause an issue. Moreover, if you don’t have enough technical knowledge then we recommend not to opt for this method to backup emails from Outlook account. In this case, we recommend using a direct method to download emails from Outlook account by using SysTools Backup Tool. This tool is the best solution to backup Outlook server data.


In this blog, we have discussed manual as well as an automated method to backup Outlook server data. Both methods are correct and can help to export emails. But if you are a non-technical user and don’t have enough technical knowledge. Then, we recommend using an automated solution by using the third-party backup tool.

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