In this video, staff author Jess Stratton shows users how to find the file location that the Outlook data is stored in, and do common tasks such as exporting contacts.
- [Instructor] I'm going to show you where your data actually resides on your computer and also, how to export your Outlook file. Click the file ribbon tab and in the info area, select account settings and then choose account settings again. From here, change the data files tab. This is going to show you where all the data files for your account are located. Now it's important to note that both in Office 365 and a Gmail account, are hosted by a server, so these are offline versions of the data.
The real data is located on the server. But it's nice to know where they are. So you can select your file and choose open file location. This is going to open up a Windows screen where you can see where your data actually resides and how much room that offline file is taking up on your computer. You could also right click and choose send to and back it up to a thumb drive. I'll close out of this.
I'll click close on the dialog box. Let's go back to the file menu one more time. This time, I'm going to select open and export. I could choose open Outlook data file which is a great way to import an existing Outlook file, but I'll choose import and export. I'm going to choose export to a file. This is how you can backup your data, including contacts.
I'll click next. Now I can choose whether I wanna export it as a comma-separated value or as an Outlook data file. If I did wanna export my contacts as a CSV file, I could choose CSV, however, I'll click PST to backup everything. I'll click next. And here I could choose a particular folder, but I'm going to include the root folder. I'll make sure include subfolders is selected and now it's going to backup everything.
I'll click next. Here's where I want to save my exported file. I can click browse and choose a location. I'll choose my desktop. It gives it the name backup, I'll keep that. I'll click OK. I'll click finish. And I can add an additional password which is a very good idea, as this contains a lot of data.
In this case, however, just to make it easy, I'm going to skip it, so I'll click OK. My Outlook file will be exported. Depending on how big the file is, that's going to depend on how long it's going to take. But in this case, it's all ready to go and if I minimize and go to my desktop, I can see my backup file here.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.