Off-Computer Outlook Backup SuggestionsThat is, you can do so if the problem that made the main data file unusable is a problem with that file, and not with the computer itself. For example, if something major happens to the hard drive on your computer, all of the data stored on the drive may be unusable, including the backups you made. The way to deal with this level of problem is to ensure that the Outlook backup data is physically stored in a different place. Here are some suggestions for doing an Outlook backup independent of your comprehensive backup strategy. In other words, if you're not backing up all your important data now, you can follow these steps to at least back up a copy of your Outlook data to some safer location than on the same PC as your copy of Outlook. The suggestions on this page assume that you are running Outlook 2003 or later on a computer that is running Windows XP or later. It also assumes that you have followed the procedures on the Outlook Data Management page. NOTE: If you haven't already done so, follow the procedures on the Outlook Data Management page, then return here. Set Backup Reminders in OutlookWhile deciding how often to back up your Outlook data can be a tough, even tougher is remembering to do it. One of Outlook's recurring Tasks is perfect for handling this. You can create a "Backup My Outlook Data" task with a Reminder set for the date of the first backup. Then set the Recurrence Pattern so that you get reminded to backup again however frequently you wish.
Outlook can remind you to back up your data. NOTE: The following link opens a new window containing detailed instructions on
creating a recurring Task
Back Up to CD-ROM or DVD-ROMIf your computer has a CD-ROM or DVD burner, you can burn copies of the Outlook backup files in the My Outlook folder to a disc using the software that almost surely came with your machine. Label the disc and put it somewhere safe, ideally in a different physical location from your computer.Burn another copy of the files at whatever interval feels right to you. If disaster strikes, you will be able to recover using the data stored on your backup discs and start moving forward again. Back Up to USB DriveUSB drives are available these days with more than enough storage capacity to store one or more copies of your Outlook backup data. This isn't an ideal solution for regular backups though. USB drives are far more expensive for a given amount of data than a CD-ROM or even DVD-ROM disc. Even so, if you want or need a single temporary backup of your Outlook data, copying the data files to a USB drive for temporary safekeeping is certainly feasible.The easiest way to do this is to plug the USB drive into your computer, and when the Removable Disk dialog box appears, select Open folder to view files using Windows Explorer. Windows will treat the USB drive as if it were any other drive on your computer. Drag and drop copies of your Outlook data files into the USB drive to make the "off computer" backup.
USB drives work as short-term Outlook data storage. Once you have copied your Outlook backup data to the USB drive, close the drive's window and click the Safely Remove Hardware option in the System Tray to shut down the USB drive before disconnecting it from your computer. While this is not always necessary, it ensures that the data you just copied to the USB drive doesn't get corrupted when you disconnect the drive. Back Up to a Network DriveIf your computer is hooked up to a network, and there isn't a network administrator responsible for backing up your data, you can copy Outlook data to a folder on another computer on the network. While this won't protect you from a network wide-disaster like a major virus infestation, it at least gets a copy of your data off your own computer and greatly increases your chances of being able to recover from a computer-specific disaster.Now that you've seen some off-computer backup options, you can:
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