Exporting your Outlook data is the best way to safeguard your emails, contacts, and calendar schedules against accidental data loss. Backing up your information into a standalone file allows you to transfer your local profile to a new computer effortlessly or clear up server storage without deleting vital records. This step-by-step guide walks you through exporting your mailbox using the built-in desktop features provided by Microsoft Support. Step 1: Access the Import and Export Wizard Open the desktop version of Classic Outlook. Click File in the top left corner of the ribbon menu. Choose Open & Export from the left-side menu column.
Click Import/Export to launch the configuration wizard window. Step 2: Choose Your Export File Format Select Export to a file inside the wizard interface list. Click Next to proceed to format selection. Select Outlook Data File (.pst) for full account backups.
Click Next to confirm your chosen file type.(Note: If you plan to read your exported contact lists or calendar schedules in Microsoft Excel, select Comma Separated Values instead). Step 3: Select Mailbox Folders to Export
Highlight your main email account name to back up the entire profile.
Check the box for Include subfolders to catch all background data.
Review your selected custom folders if you only want to save specific targets like your Inbox, Sent Items, or Contacts list. Click Next. Step 4: Finalize Your Destination and Save
Click Browse to select a dedicated storage directory on your PC drive or an external hard disk. Name your file clearly (e.g., Outlook_Backup_2026.pst).
Select how to handle recurring items under the options list:
Replace duplicates with items exported: Overwrites existing older data.
Allow duplicate items to be created: Creates a separate copy for every item.
Do not export duplicate items: Skips files that match items already saved. Click Finish. Step 5: Secure the Data File (Optional) Create an Outlook Data File (.pst) to save your information
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