How to back up Outlook settings files

If you have customized settings, such as toolbar settings and Favorites, that you want to replicate on another computer or restore to your computer, you might want to include the following files in your backup:

• Outcmd.dat: This file stores toolbar and menu settings.
• ProfileName.fav: This is your Favorites file, which includes the settings for the Outlook bar (only applies to Outlook 2002 and older versions).
• ProfileName.xml: This file stores the Navigation Pane preferences (only applies to Outlook 2003 and newer versions).
• ProfileName.nk2: This file stores the Nicknames for AutoComplete.
• Signature files: Each signature has its own file and uses the same name as the signature that you used when you created it. For example, if you create a signature named MySig, the following files are created in the Signatures folder:
  • MySig.htm: This file stores the HTML Auto signature.
  • MySig.rtf: This file stores the Microsoft Outlook Rich Text Format (RTF) Auto signature.
  • MySig.txt: This file stores the plain text format Auto signature.
  The location of the signature files depends on the version of Windows that you are running. Use the following list to find the appropriate location:
• Windows Vista or Windows 7: Drive\users\Username\appdata, where Drive represents the drive that Outlook was installed to and Username represents the user name that Outlook was installed under.
• Windows XP or Windows 2000: Drive\Documents and Settings\Username\Local Settings\Application Data\Microsoft\Outlook, where Drive represents the drive that Outlook was installed to and Username represents the user name that Outlook was installed under.
• Windows 98 or Windows Millenium Edition: Drive\Windows\Local Settings\Application Data, where Drive represents the drive that Outlook was installed to.

Note

If you use Microsoft Word as your email editor, signatures are stored in the Normal.dot file as AutoText entries. You should back up this file also.

How to determine the name and location of your personal folders file

Microsoft Outlook 2010

1. Start Outlook 2010.
2. Select the File tab in the Ribbon, and then select the Info tab on the menu.
3. Select the Account Settings tab.
4. Select Account Settings again.
5. Select Data Files.
   Note the path and file name of your .pst file. For example, C:\Exchange\Mailbox.pst indicates a .pst file that is named Mailbox.pst and is located in the Exchange folder on your drive C.
6. Select Close, select OK, and then select Exit and Log Off on the File menu to exit Outlook.

Microsoft Office Outlook 2002 through Microsoft Office Outlook 2007

1. Start Outlook.
2. On the Tools menu, select Options.
3. On the Mail Setup tab, select the Data Files button.
   Note the path and file name of your .pst file. For example, C:\Exchange\Mailbox.pst indicates a .pst file that is named Mailbox.pst located in the Exchange folder on your drive C.
4. Select Close, select OK, and then select Exit and Log Off on the File menu to exit Outlook.

How to copy your personal folders file

1. On the Start menu, point to Programs, and then select Windows Explorer.
2. Browse through the files to the location of your .pst file.
3. Copy your .pst file to the location that you want.

For more information about how to copy a file or a folder:

1. Select the Start button, and then select Help.
2. Select the Search tab, and then type copy.
3. In the Select Topic to display box, select Copy or move a file or a folder.

How to point Outlook to your new personal folders file

Microsoft Outlook 2010

1. Open Outlook 2010.
2. Select the File tab on the Ribbon, and then select the Info tab on the menu.
3. Select the Accounts Settings tab and then select Account Settings again.
4. On the Data Files tab select Add.
5. Under Save as type, select Outlook Data File (*.pst).
6. Find the new location for your .pst file and then select OK.
7. Select the .pst file and then select Set as Default.
8. If this is your default email delivery location, you will receive the following message:
   You have changed the default deliver location for your email. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time that you start Outlook.
9. Select OK.
10. Select the .pst file that was identified in step 4 in the "How to determine the name and location of your personal folder file" section and then select Remove to remove the local .pst file from your profile.
11. Select Yes, select Close, and then select OK to close all dialog boxes.
12. On the File menu, select Exit.
13. Restart Outlook.

Your profile now points to your .pst file in the new location. Outlook opens your new .pst file and you can now delete the .pst file from its old location.

Microsoft Office Outlook 2003 and Microsoft Office Outlook 2007

1. Open Outlook.
2. On the Tools menu, select Options.
3. On the Mail Setup tab, select the Email accounts button, even if you do not have an email account specified.
4. On the Data Files tab, select Add.
5. Select Office Outlook Personal Folders File (.pst) and then select OK.
6. Find the new location for your .pst file, and then select OK two times.
7. Select Set as Default.
8. If this is your default email delivery location, you will receive the following message:
   You have changed the default deliver location for your email. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time that you start Outlook.
9. Select OK.
10. Select the .pst file that was identified in step 4 of the "How to determine the name and location of your personal folder file" section, and then select Remove to remove the local .pst file from your profile.
11. Select Yes, select Close, and then select OK to close all dialog boxes.
12. On the File menu, select Exit.
13. Restart Outlook.

If the .pst is your default delivery location, you will receive the following message:

The location that messages are delivered to has changed for this user profile. To complete this operation, you may have to copy the contents of the old Outlook folders to the new Outlook folders. For information about how to complete the change of your mail delivery location, see Microsoft Outlook Help. Some shortcuts on the Outlook Bar may no longer work. Do you want Outlook to re-create your shortcuts? All shortcuts that you have created will be removed.

Select Yes to have Outlook update the Outlook Bar shortcuts so that they point to your new .pst file location, or select No to leave the shortcuts for your original local .pst file.

Your profile now points to your .pst file in the new location. Outlook opens your new .pst file, and you can now delete the .pst file from its old location.

Microsoft Office Outlook 2002

1. Open Outlook.
2. On the Tools menu, select Options.
3. On the Mail Setup tab, select the Email accounts button, even if you do not have an email account specified.
4. Select the View or change existing email accounts check box, and then select Next.
5. Select the New Outlook Data File button.
6. Under Types of storage, select Personal Folders file (.pst), and then select OK.
7. Browse through the folders to the new location for your .pst file, and then select OK two times.
8. Under the Deliver new email to the following location list, select the Personal Folders file that was just added, and then select Finish.
9. If this is your default email delivery location, you will receive the following message:
   You have changed the default deliver location for your email. This will change the location of your Inbox, Calendar, and other folders. These changes will take effect the next time that you start Outlook.
10. Select OK.
11. On the Mail Setup tab, select the Data Files button.
12. Select the .pst file that was identified in step 4 of the "How to determine the name and location of your personal folder file" section, and then select Remove to remove the local .pst file from your profile.
13. Select Close, and then select OK to close all dialog boxes.
14. On the File menu, select Exit.
15. Restart Outlook.

If the .pst is your default delivery location, you will receive the following message:

The location that messages are delivered to has changed for this user profile. To complete this operation, you may need to copy the contents of the old Outlook folders to the new Outlook folders. For information about how to complete the change of your mail delivery location, see Microsoft Outlook Help. Some of the shortcuts on the Outlook Bar may no longer work. Do you want Outlook to recreate your shortcuts? All shortcuts you have created will be removed.

Select Yes to have Outlook update the Outlook Bar shortcuts so that they point to your new .pst file location, or select No to leave the shortcuts for your original local .pst file.

Your profile now points to your .pst file in the new location. Outlook opens your new .pst file, and you can now delete the .pst file from its old location.