How to back up .pst file data that is located on a Microsoft Exchange Server

If you use Outlook with a Microsoft Exchange Server, you must know where the data is stored in order to back it up. The default delivery and storage location for Outlook data is the Exchange Server mailbox. The Exchange Server administrator typically handles backups of the mailboxes on the server. However, some Exchange Server administrators store Outlook data in a .pst file on your computer.

Follow these steps to find where Outlook is currently storing your data:

In Outlook 2010:

1. Select the File tab on the Outlook ribbon.
2. In the Info category, click the Account Settings button, and then select AccountSettings.
3. In the Account Settings window, select the Data Files tab.

Notes

If the Location field contains the word "Online" or a path to a file that has the file name extension .ost, Outlook stores data in folders on the Exchange Server. Contact the Exchange Server administrator for more information about how backups are handled.

If the Location field contains a path to a file that has the file name extension .pst, Outlook stores new messages, contacts, appointments, and other data in a .pst file on your hard disk. To back up the data, go to the "How to make a backup copy of a .pst file" section.

In Outlook 2007:

1. On the Tools menu, click Options, click the Mail Setup tab, and then click Email Accounts.
2. In the Account Settings window, click the Data Files tab.

Notes

If the Name field contains the word "Mailbox" followed by an email name, Outlook stores data in folders on the Exchange Server. Contact the Exchange Server administrator for more information about how backups are handled.

If the field contains the words "Personal Folder" or the name of a set of personal folders or .pst files, Outlook stores new messages, contacts, appointments, and other data in a .pst file on your hard disk. To back up the data, go to the "How to make a backup copy of a .pst file" section.

In an earlier version of Outlook:

1. On the Tools menu, click Email Accounts.

Note

This option might be unavailable on some networks. The network administrator might have removed this option to protect the account information. If you do not see the Email Accounts option, contact the network administrator for help.

1. Click View or Change Existing Email Accounts, and then click Next.
2. Look at the Deliver new email to the following location option. If the option contains the word "Mailbox" followed by an email name, Outlook stores data in folders on the Exchange Server. Contact the Exchange Server administrator for more information about how backups are handled.

Note

If the field contains the words "Personal Folder" or the name of a set of personal folders or .pst files, Outlook stores new messages, contacts, appointments, and other data in a .pst file on your hard disk. To back up the data, go to the "How to make a backup copy of a .pst file" section.