We have talked about backing your Microsoft Outlook file on many occasions, both through this blog as well as in our Frequently Asked Questions Section. However, it remains one of the most asked questions by people enquiring about Carbonite as well as those who have just had a PC crash and looking to get their data back.
So how does Carbonite handle your Outlook and Outlook Express files.
When you first start your Carbonite Backup 30 day trial, you will in most cases have select the default setting and allowed Carbonite to select most of the files in your C: to backup. The great thing about this is that it saves you from having to scroll through to find which files you want and which files you don’t want. Carbonite simply selects them all (with a few exceptions the most important one being if the file is over 4GB).
In most cases this will also cover you Outlook files as they will in most cases be held on your C: drive. What we always say to customers enquiring about Carbonite is that if the file is important to you then you should check that Carbonite has actually selected it for backup. And this step is really quite easy.
There are two places that you can check. The first is actually on your own computer, ie through your Windows Explorer (or File Manager), the second is via the Carbonite Backup Drive. This is the Carbonite Icon sitting on your desktop (blue lock on a grey box). The file will be stored in the same directory in both locations.
To search for the file, simply look in the following directory if you are using Vista: C:\Users\Arthur\AppData\Local\Microsoft\Outlook Note that the “Arthur” will be different on your computer as it will be you or the User on your own PC.
There are two files that you need to backup. The first is Outlook.pst and the second one is Archive.pst.
To back them up, simply right click on the file and select Carbonite > Back this up
In Windows XP, Microsoft Outlook data files are stored in C:\Documents and Settings\{your_user_name}\Local Settings\Application Data\Microsoft\Outlook\ and for Windows 7 you should use C:\Users\{your_user_name}\App Data\Local\Microsoft\Outlook\
It is really very easy to do. There are however a few additional things to consider. If you keep your Outlook open all day (as most people do) then Carbonite will only back it up once every 24 hours as this is how Carbonite backs up “Open” files. What this means is that Carbonite will not be backing your Outlook files up constantly throughout the day, just once every 24 hours.
This same rule applies to all open files on your PC selected for backup eg MYOB or other software databases.
The second thing to be mindful of is what is actually in your Outlook folders. To save yourself wasting bandwidth unnecessarily, you should ensure that any videos or large attachments are not held in your in box (unless you actually want them). You will need to check your In, Sent and Deleted folders and clear out the junk emails. You should do this as a matter of course every month anyway.
So, to save yourself from unnecessary heart ache when your PC eventually fails, be sure that your Outlook files are actually selected for backup by Carbonite. It only takes a minute to check. Carbonite will in most cases have done it anyway, but its better to safe then sorry.
Received an interesting question from a reseller this morning in fact. I always assumed that Carbonite could backup your PST files (your Outlook files) as it does all other files (ie does an initial upload and then incrementally afterwards), however this reseller who sounded a little more technical than I, mentioned that he thought handling Outlook and PST files maybe require a different approach by Carbonite.
I promised to ask Carbonite support and get back to him. I emailed them at 10.30 AEST and received an instant response.
“Larger files such as the pst file are broken into several smaller parts, so once the initial backup of the file is complete only the changed parts are backed up to the server, so yes it is incremental.”
I was satisfied with this answer as it confirmed what I had thought and the opinion I had given to the reseller. However, one of my colleagues asked whether it made any difference if Outlook was open or not, ie if you where using Outlook would Carbonite still to backup your PST file. Good question I thought, and instantly replied Carbonite Customer support with the query.
They must be working them hard over in Boston because I received an answer within 10 minutes, time now being 11 am (AEST). The answer was the following:
“Carbonite uses the Volume Shadow System from Windows to backup open files. PST files can be backed up while Outlook is open and active.”
So there you have it. For PC owners at home using Outlook and worrying about how to back up all those emails and attachments, to small businesses that use Outlook for client correspondence (mind you the reseller I referred to above serviced small legal firms), you can ensure that your PST files are always secure and backed up simply, easily and affordably with Carbonite.
If you are wonderng how to find and backup your Outlook files, then here is the answer.
If you chose the recommended default option, ‘Automatically back up My Documents and Desktop’, when you first installed Carbonite, your email will be backed up by default, assuming your email file is less than 4GB.
However, if you selected ‘I’ll manually select what to back up later’ or your file is greater than 4GB, you will need to select your email data file for backup.
To do so, browse to the folder that contains your mail files using the information below.
If you see that the files already have coloured dots on their icons, Carbonite is already set up to include your mail files in your backup. If the files do not have coloured dots, right-click each file and select ‘Back this up’ from the Carbonite context menu.
Microsoft Outlook keeps your email data files in different locations depending on the operating system. The Outlook email files are saved as .PST files. To ensure that the files are backed up you would need to navigate to the location where they are stored and see if they are selected for back up. Please choose your Operating System:
| Windows XP |
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In Windows XP, Microsoft Outlook data files are stored in C:\Documents and Settings\{your_user_name}\Local Settings\Application Data\Microsoft\Outlook\
If you see that the files already have coloured dots on their icons, Carbonite is already set up to include your email files in your backup. If the files do not have coloured dots, right-click each file and select Carbonite; Back this up.
| Windows Vista |
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| Windows 7 |
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In Windows Vista and Windows 7, Microsoft Outlook email files are stored in C:\Users\{your_user_name}\App Data\Local\Microsoft\Outlook\
If you see that the files already have colored dots on their icons, Carbonite is already set up to include your email files in your backup. If the files do not have colored dots, right-click each file and select Carbonite; Back this up.
Please note the following:
- {your_user_name} will vary. If you do not see your own name, your files are most likely in a generically-named folder, such as Owner or User.
- Windows hides some of the folders in the path to your email files. If you do not see certain folders, then follow these steps to unhide them.
Follow the steps below to view hidden files and folders.
- Within the Documents and Settings window, select Tools; Folder Options.
- Switch to the View tab.
- Within the Advanced Settings panel, select Show hidden files and folders.
- Click the OK button. You should now see the hidden folders, including the Application Data and Local Settings folders.
How to Back Up Microsoft Outlook Express
Note: Microsoft Outlook Express comes with Windows XP only, by default.
Microsoft Outlook Express stores your Address Book in one location and your email files in another. Your Outlook Express Address Book is saved as a .WAB file, while your email files are saved as .DBX files.
- Your Address Book is typically stored in C:\Documents and Settings\{your_user_name}\Application Data\Microsoft\Address Book\.
- Your email files are typically stored in C:\Documents and Settings\{your_user_name}\Local Settings\Application Data\Identities\{long_alphanumeric_code}\Microsoft\Outlook Express\.
If you see that the files already have colored dots on their icons, Carbonite is already set up to include your email files in your backup. If the files do not have colored dots, right-click each file and select Carbonite; Back this up.
Please note the following:
- {your_user_name} will vary. If you do not see your own name, your files are most likely in a generically-named folder, such as Owner or User.
- {long_alphanumeric_code} is a unique code created by Windows, and looks like {59EDCB00-A3F6-4ADA-AAF9-FA4F98ED219A}.
- Windows hides some of the folders in the path to your email files. If you do not see certain folders, click here to learn how to unhide them.
