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Learn how to leverage the power of Microsoft Outlook to stay on top of all your important connections. In this course, author Jess Stratton introduces you to navigating your email messages, calendar, and contacts in Outlook 2013. The course begins with a tour of the interface and shows how to connect to a wide variety of mail, social media, and cloud computing accounts, including IMAP and POP accounts, Facebook, LinkedIn, and even RSS feeds. Jess also shows how to quickly create, send, and read email and reduce your inbox clutter; organize, group, and share contacts; and stay on schedule with calendars and tasks.
One thing that's always been a little mysterious about using Outlook is where your data actually resides on your computer, and how do you get to it if you need to move everything over to a new computer or even just want to back it up. So the first thing we can do is find out where our data is actually stored on the computer and we do that by going to File>Info>Account Settings and then clicking on Account Settings again. This brings us to a list of all the accounts we have in Outlook. I'm going to go to the Data Files tab. Now I can see things like My Outlook Data File, here's my Gmail and here's my exchange file.
Here is the offline folders that I have for these accounts and here is the PST which stands for Personal Folders File that I have for my Outlook data file. The neat thing that I can do about this is I can actually highlight it and click Open File Location. This is going to take me directly to my file. Here's the archive file that we created a couple of videos back, so from here I can actually just copy these to a thumb drive or burn them to a CD or whatever I want to do to get them backed up.
There's one more option I have, I'm going to click close to get out of this dialog box; I can actually just directly export it anywhere I want. I'll do that by going to File>Open & Export and then choosing Import/Export. From the Import and Export Wizard dialog box I'm going to choose Export to a File, click Next. Here's why I'm deciding how I want to export it. If I was just going to export my contacts, I'd want to choose Comma Separated Values, It's just a smarter decision.
Most programs that import contacts, they're going to be looking for to be in that file format so I might as well export them that way anyway. In this case, I'm going to export my entire Outlook Data File. I can click Next and here is where I can choose the file that I want to export. Now if chose a CSV, I could actually highlight Contacts and it's going to export all my contacts as a nice little CSV file. This is great if I'm moving over on to another platform or if I'm moving to another company, or if I just need to get those Contacts somewhere else.
But because we chose the entire Outlook Data File, now we need to choose which data file I want to export. In this case, I'm going to export the one that was already residing on my computer. If I want to get everything, I can choose Include subfolders. When I'm happy with my selection, I choose Next and now I can browse to decide where I want to save that file. In this case, I'm just going to navigate to my Desktop, keep the default name of Backup and choose OK.
When I'm all done I can hit Finish and decide whether or not I want to add an optional password for that file or not. In this case I'm going to pass on the password and just click OK. Now if I minimize Outlook, I've got my nice backup file on my Desktop. So here I can find it easy. From here I just can move it over to onto a thumb drive or burn it to a CD or do whatever I need to do to get it on to a new computer. So that's how you backup your Outlook data to move it to another computer.
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