In addition to the text, you can also send media files, such as image, audio, and video files, as attachments with emails over the Internet. Because of this, the digital communication has become advanced. Besides the home users who occasionally send/receive emails, corporate world is the biggest consumer of the email services.
Microsoft Outlook is the most preferred desktop email client in corporate world. Outlook features fast, easy and reliable email service along with an eye-catching user interface. One of the most interesting features of MS Outlook is it stores the email database locally (on your computer) in a .pst file, which makes the email service faster and data portable.
Moreover, you can easily import your mailbox data (such as emails, contacts, calendar, notes, tasks, etc.) into MS Outlook on another computer. On the other hand, you can export your mailboxes from Exchange Server to a PST file.
Moreover, you can directly import this PST file into MS Outlook for further access. You may wonder why one needs to go for backing up the email data. To elucidate, lets us discuss a scenario illustrating the need of email backup.
You worked for an organization wherein you must be sending and receiving emails, managing events on calendar, scheduling tasks, or might be preparing notes. Your email account must be full of essential data even after you left the organization.
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You can take this data with you by creating a backup of your mailbox. Mail backup software enables you do this efficiently. Alternatively, you can save individual emails to your computer by a simple drag and drop from within Outlook. Let us see how you can save individual emails from MS Outlook:
• Create a folder with a desired name, viz. MyMails.
• Launch Outlook.
• Select one or more (Ctrl + click) emails in your inbox or draft, or in sent mails folder.
• Now, drag selected emails to MyMails folder
Every individual email will be saved as an .MSG file (along with the attachment, if any) with its name as the email subject.
Note: Though you can open and read these individual emails in MSG format, you cannot import them into any other email client since MSG files are proprietary to MS Outlook.
However, if you use any other email service provider, then you are recommended to use email backup software to save your complete mailbox in Outlook PST format. Though the process will be time-consuming, you will get all your email data for sure. Afterward, you can import this PST file into Outlook.
Russell SmithAbout the Author:
Russell Smith is a technical expert of backup method in email clients like Outlook, Outlook Express and Outlook 2011. He also gives better way to backup Outlook data file effectively.