Email Backup / Archive Guide

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Email Backup / Archive Guide


Click here for an explanation of the difference between Email Backup and Archive.

NOTE: cPanel doesn't include a feature to backup or archive emails. You will need to do this through your email client, preferably on a computer rather than a Smartphone or Tablet. If your email program isn't listed here, you can easily find guides by googling, for example, "Outlook 2016 email backup guide". We are working on updating guides for all modern email clients.


Backup Guides

Outlook 2007

Step 1 - Click File in the top left




Step 2 - Choose Import and Export.






Step 3 - Select Export to a file, and then click Next.





Step 4 - Click Personal File Folder (.pst), and then click Next.


Step 5 - Select the name of the email account to export, as shown in the picture below. Only information for one account can be exported information at a time. Make sure that the Include subfolders check box is selected. This way everything in the account will be exported: Calendar, Contacts, and Inbox. Choose Next.




Step 6 - Click Browse to select where you want to save the Outlook Data File (.pst) and to enter a file name. Click OK to continue. Note: If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.


Step 7 - If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.


Step 8 - Click Finish.


Step 9 - The export begins immediately ... unless you're creating a new Outlook Data File (.pst) or you're exporting is to an existing .pst file that is password protected. In those cases you'll get this dialog box:




Choose OK if you don't want to password protect your file. Otherwise: If you want to password protect your .pst file: enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.

If you are exporting to an existing Personal File Folder (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK. Now that your Outlook data is in a .pst file, it's portable. For example, you can save the .pst file to OneDrive, and then download it to your new computer. Or you can save it to a usb flash drive, plug the drive into your new computer, and then import your email, contacts, and calendar to Outlook.



Outlook 2010

Step 1 - Click File in the top left




Step 2 - Choose Options.




Step 3 - In the Outlook Options box, choose Advanced.




Step 4 - Under the Export section, choose Export.




Step 5 - Click Export to a file, and then click Next.


Step 6 - Click Outlook Data File (.pst), and then click Next.


Step 7 - Select the name of the email account to export, as shown in the picture below. Only information for one account can be exported information at a time. Make sure that the Include subfolders check box is selected. This way everything in the account will be exported:

Calendar, Contacts, and Inbox. Choose Next.




Step 8 - Click Browse to select where you want to save the Outlook Data File (.pst) and to enter a file name. Click OK to continue. Note: If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.


Step 9 - If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.


Step 10 - Click Finish. The export begins immediately unless a new Outlook Data File (.pst) is created or the export is to an existing file that is password protected.

If you are creating a new Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.

If you are exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK. Now that your Outlook data is in a .pst file, it's portable. For example, you can save the .pst file to OneDrive, and then download it to your new computer. Or you can save it to a usb flash drive, plug the drive into your new computer, and then import your email, contacts, and calendar to Outlook.



Outlook 2013 / 2016

Step 1 - Open Outlook and click on File from the top left.




Step 2 - Open Outlook and click on File from the top left.




Step 3 - Click on Open & Export > Import/Export.




Step 4 - Select Export to a file.




Step 4 - Select Outlook Data File (.pts) and click Next


Step 5 - Select the name of the email account to export, as shown in the picture below. Only information for one account can be exported information at a time. Make sure that the Include subfolders check box is selected. This way everything in the account will be exported: Calendar, Contacts, and Inbox. Choose Next.




Step 6 - Click Browse to select where to save the Outlook Data File (.pst). Type a file name, and then click OK to continue.

Note: If you’ve used export before, the previous folder location and file name appear. Type a different file name before clicking OK.


Step 7 - If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.


Step 8 - Click Finish



Mac Mail

Step 1 - Press Shift + Mouse Click to select all the folders you want to back up.

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Step 2 - Click on Mailbox > Export Mailbox.

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Step 3 - (1) Select the folder you want to save the backup in to (2) Click Choose.

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Step 4 - Once saved, you'll see the backup file on your computer. You can store this file on another drive/computer/online storage service for safe keeping.

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Restore Backup Guides

Mac Mail

Step 1 - Press Shift + Mouse Click to select all the folders you want to back up.

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Step 2 - Click on Mailbox > Export Mailbox.

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Step 3 - (1) Select the folder you want to save the backup in to (2) Click Choose.

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Step 4 - Once saved, you'll see the backup file on your computer. You can store this file on another drive/computer/online storage service for safe keeping

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Archive Guides

Outlook 2010

Step 1 - Click on File > Info > Cleanup Tools > Archive.




Step 2 - Select (1) The Email Account you want archived (2) The date the archive should go back on (3) the directory the archive file should go in (4) click OK once you're ready



Once that completes an archive PST file will appear in the chosen folder on your computer

NOTE: Once your emails are archived you can safely delete them from your IMAP email account or Webmail. However, if your emails are important to your business, before you do this it's highly recommended you make 2 backups of your emails, one to a separate hard drive/USB, and another to an online storage service like Google Drive or Dropbox.



Mac Mail

Step 1 - Select all the emails you want to archive then click the Archive button

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Step 2 -The emails will be moved to the Archive folder

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