Back up your email messages easily

Back up your email messages easily

Safely back up your email from all the popular email programs

Introduction

The importance of making regular backups cannot be stressed highly enough. Unfortunately, many of us don’t realise just how important they are until it is too late.

When it comes to making backups, personal documents, digital photos and music files usually take priority with email not getting a look in.

The perception is that it’s a time-consuming and complicated process to carry out. But actually it can be straightforward.

In this Workshop we will show you how to back up messages from popular email programs such as Outlook, Outlook Express and Windows Mail.

We will even show you how to make backups of messages stored in Gmail and Hotmail webmail accounts. Before starting, though, decide where you’re going to store your backups – on a USB memory key, perhaps, or burned to a recordable DVD.

1. Backing up email in Microsoft Outlook 2003 is straightforward. Click on File then Import and Export and choose Export to a file.

Select Personal Folder File (.pst) click on Next then make sure Personal Folders is highlighted. Check the box labelled ‘Include subfolders’ and click on Next.

Note the location of the backed-up file and click on Finish.

To later make use of the backup file choose Import and Export again and this time select ‘Import from another program or file’. Choose Personal Folder File (.pst), select the backup file then follow the prompts.

2. Windows Vista users have Windows Mail as their built-in email program.

Unlike its predecessor, Outlook Express, Windows Mail has its own backup facility.

Click on File, then Export followed by Messages.

Select Microsoft Windows Mail, click on Next and choose a location for the backup.

Click on Next and you can choose to back up All Folders or Selected folders.

When done, click Next and wait while the selected email folders are backed up.

3. Restoring Windows Mail messages from a backup is just as simple.

Click on File then Import and choose Messages.

Select Microsoft Windows Mail 7 then click on Next and browse to the location where your backup is stored.

You can also import messages from Outlook Express 6 – this is ideal if upgrading to Vista from Windows XP.

Choose which folders you want to import then click on Next then Finish.

4. When using webmail services, such as Hotmail, messages are stored online and can be considered pretty safe, but it is still a good idea to have a local copy on your PC in case your account is ever compromised.

The answer is to download and install Windows Live Mail from www.download.

live.com/wlmail. Once installed, copies of your Hotmail email messages are automatically downloaded to your PC.

Using My Computer, browse to this location: C:Users[Username]AppDataLocalMicrosoftWindows Live Mail. Open the Hotmail folder and double-click on any message to read them.

5. Google mail users can grab a free backup tool from www.gmail-backup.com (note this tool is not made by Google).

Click on Download gmail-backup-0.106.exe and install the program on your PC. Once installed, launch the program and then enter your Gmail login and password.

Now click on Directory to choose a folder where the messages are to be stored. Click on Backup and wait while the messages are copied.

Restoring is just as easy – just ensure the location in the Backup folder field is correct.

6. Unfortunately, Outlook Express doesn’t have a built-in backup facility for copying messages. So, if you use this program as your email tool you will need to use a third-party application to carry out the backup process.

Alternatively, Outlook Express emails can be backed up manually by copying the email folder. To do this, click Tools, then choose Options and select the Maintenance tab.

Click on Store Folder and in the dialogue box you’ll see the location on your hard disk

where your Outlook Express email folder is stored.

Click and highlight the folder location then press Ctrl and C to copy it. Next click on Start then choose Run. Press Ctrl and V to paste the folder location then click on OK to open the folder.

With this method of backing up it’s difficult to choose individual folders for copying so you will be backing up everything. Click on Edit then Select All.

With all items highlighted click on Edit and Copy.

You can now go to your backup device and select Paste from the Edit menu to copy of all these files.

If you need to make use of the backed-up files, begin by opening Outlook Express. Click on File, then Import then go to Messages. Under ‘Select an e-mail program to import from’ choose Outlook Express 6 and click on Next. Check the option labelled ‘Import from an OE6 directory’ and click on OK. Click on Browse and go to the location where the backed-up files are stored. Click on OK, then Next select All Folders then click on Next and Finish. The backup will be restored.

For a more automated backup process for Outlook Express, turn to a specialist utility, such as Static Outlook Express Backup. Visit www.staticbackup.com/downloads and scroll down to the ‘Email Backup Utilities Free Version’ heading. Click on the download link alongside Static Outlook Express Backup Free and save the file to the Windows Desktop.

Once downloaded, double-click on the downloaded file to begin the installation. Follow the prompts then click on Finish to launch the program. Close the Upgrade Benefits window and begin using the program.

The program window displays all the elements of Outlook Express that are going to be backed up. Click on Backup then click on the ‘?’ button to choose the location where the backup is to be stored. Choose a name for the backup and click on Save.

Next click on Start Backup and the copying will begin. Restoring the backed-up files is easy, but remember you will need to use the same software to do this.

Click on Backup Restore Wizard, locate the backed-up files and follow the simple steps.