How to Back Up Outlook Settings: A Comprehensive Guide

Imagine losing your email settings, important messages and personal Outlook configurations. Backing up your Outlook settings creates a safety net for your email data and makes it easier to move Outlook to another computer.

This guide explains how to back up and restore Outlook data files, rules, signatures, dictionaries, templates and AutoComplete information.

Why Back Up Outlook Settings?

Protect your data

Backing up your Outlook information helps protect your email accounts, configurations and preferences against system failures, malware, accidental deletion and hardware problems.

Simplify migration

When moving to a new computer or upgrading Outlook, a backup can make the transition easier. You can restore important data and settings rather than starting again from scratch.

Reduce disruption

A recent backup may help you restore Outlook more quickly after a software problem, computer failure or unexpected loss of data.

Preparing for the Backup

Update Outlook

Make sure Outlook and Windows are fully updated before beginning. Updates can improve reliability, security and compatibility.

Outlook 2021 is available from Ecokeys:  Microsoft Outlook 2021 .

Choose a backup location

Prepare a secure location for the backup, such as an external drive, encrypted storage device or reputable cloud-storage service.

Do not keep the only backup on the same computer as the original Outlook data.

How to Back Up Outlook Settings

Step 1: Record your email account settings

Open Outlook and select:

File > Account Settings > Account Settings

Record the account names, email addresses, server details and other settings that may be required when configuring Outlook on another computer.

Step 2: Back up Outlook data files

Outlook commonly stores email data in .pst and .ost files.

Locate the data files

In Outlook, select:

File > Account Settings > Account Settings > Data Files

Select a data file and choose Open File Location to see where it is stored.

Export Outlook data to a PST file

1. Open Outlook.
2. Select File > Open & Export > Import/Export.
3. Select Export to a file.
4. Select Outlook Data File (.pst).
5. Select the email account or folders you want to back up.
6. Choose a secure destination and save the PST file.

Step 3: Back up rules and alerts

In Outlook, select:

File > Info > Manage Rules & Alerts

1. Click Options.
2. Select Export Rules.
3. Choose a backup location.
4. Save the rules as an .rwz file.

Step 4: Back up Outlook signatures

Outlook signatures are normally stored in the following folder:

%APPDATA%\Microsoft\Signatures

1. Press Windows Key + R.
2. Enter the folder path shown above.
3. Press Enter.
4. Copy the complete Signatures folder to your backup location.

Step 5: Back up custom dictionaries

Custom Office dictionaries are commonly stored in:

%APPDATA%\Microsoft\UProof

Copy the relevant dictionary files, including files such as Custom.dic, to your backup location.

Step 6: Back up Outlook and Office templates

Custom Office templates are commonly stored in:

%APPDATA%\Microsoft\Templates

Copy the required template files to your backup location.

How to Restore Outlook Settings

Restore email accounts

Add your email accounts to Outlook using the account information supplied by your email provider. You may need the email address, password and incoming and outgoing server details.

Import an Outlook PST file

1. Open Outlook.
2. Select File > Open & Export > Import/Export.
3. Select Import from another program or file.
4. Select Outlook Data File (.pst).
5. Locate your saved PST file.
6. Choose the required duplicate-handling option.
7. Select the folders to import and complete the process.

Restore rules and alerts

1. Open File > Info > Manage Rules & Alerts.
2. Click Options.
3. Select Import Rules.
4. Choose the saved RWZ file.

Restore signatures

Copy the backed-up signature files into:

%APPDATA%\Microsoft\Signatures

Restart Outlook after restoring the files.

Restore custom dictionaries

Copy the backed-up dictionary files into:

%APPDATA%\Microsoft\UProof

Restore templates

Copy the backed-up templates into:

%APPDATA%\Microsoft\Templates

Backing Up AutoComplete in Outlook 2021

The AutoComplete list stores email addresses that Outlook suggests while you type in the recipient fields.

Step 1: Open File Explorer

Press Windows Key + E.

Step 2: Show hidden files

In File Explorer, enable Hidden items from the View menu.

Step 3: Open the RoamCache folder

Navigate to:

C:\Users\<YourUsername>\AppData\Local\Microsoft\Outlook\RoamCache

Replace <YourUsername> with the name of your Windows user account.

Step 4: Locate the AutoComplete file

Look for a file whose name begins with:

Stream_Autocomplete_

Step 5: Copy the file

1. Right-click the file.
2. Select Copy.
3. Open your chosen backup location.
4. Right-click and select Paste.

Restoring AutoComplete in Outlook 2021

Step 1: Close Outlook

Make sure Outlook is fully closed before replacing the AutoComplete file.

Step 2: Open the RoamCache folder

Return to:

C:\Users\<YourUsername>\AppData\Local\Microsoft\Outlook\RoamCache

Step 3: Copy the backed-up file

Copy your backed-up Stream_Autocomplete_ file into the RoamCache folder.

If Windows asks whether to replace an existing file, confirm that you want to replace it only after checking that you have selected the correct backup.

Step 4: Restart Outlook

Reopen Outlook and test the AutoComplete list by entering part of a previously used email address.

Tips for a Successful Backup and Restore

Back up regularly

Back up Outlook whenever you make important changes and on a regular schedule. A recent backup is generally more useful than one created several months ago.

Use more than one backup location

Consider keeping one local backup and one separate off-site or cloud backup. This helps protect against device failure, theft and physical damage.

Keep Outlook updated

Outlook and Windows updates often include important security, reliability and compatibility improvements.

Test your backups

Periodically confirm that your backup files can be opened and that the expected information is present.

Protect sensitive information

Outlook backups may contain private emails, contact information and attachments. Store them securely and consider using encryption where appropriate.

Conclusion

Backing up Outlook data and settings can reduce disruption if your computer fails or you need to move Outlook to another device. Export your important mailbox data, copy your rules, signatures, dictionaries and templates, and keep the resulting backup files in a secure location.

Review and update the backup regularly so that it continues to reflect your current Outlook configuration.

Frequently Asked Questions

How often should I back up Outlook?

A monthly backup may be suitable for light use, but important business or frequently changing mailboxes should be backed up more often.

Can third-party backup software be used?

Yes. Third-party backup software may provide scheduled backups, encryption and cloud-storage integration. Check that the software supports your version of Outlook before relying on it.

Can Outlook for Mac be backed up?

Yes, although Outlook for Mac uses a different export and storage process from Outlook for Windows. Follow the instructions provided for your specific Outlook for Mac version.

What should I do if a backup will not restore?

Check that the backup file is not damaged, confirm that it was created by a compatible Outlook version and make sure the correct import process is being followed.

Can the Outlook backup process be automated?

Some backup applications can automate the copying or archiving of Outlook data. Outlook should normally be closed when directly copying active data files to reduce the risk of producing an incomplete backup.