Backing Up SF State E-mail Guide

The following guide provides information on backing up and restoring your SF State e-mail using Outlook. This procedure is generally used by students, hired by the university, who are switching from a student to staff e-mail account. 

 

 


Backup E-mail Using Outlook 2010 & 2013

  1. Outlook 2010: With Outlook open, select the File tab in the upper left, then the Options link then, in the Outlook Options window that appears, select the Advanced link on the left then the Export button to the lower right
  2. Outlook 2013: With Outlook open, select the File tab in the upper left, then the Open & Export link and the Import/Export option
  3. In the Import and Export Wizard dialog box, select Export to a file, then select Next
  4. In the Export to a File dialog box, select Outlook Data File (.pst), then Next
  5. In the Export Outlook Data File dialog box, select the top level folder (usually your name or email address) then select Include sub folders to include all folders for the account. Select the Next button
  6. At the top of the Export Outlook Data File window, in the Save exported file as field, Outlook names the file "backup.pst" by default and displays the path for saving the file in your computer's Documents folder in a sub folder called Outlook Files. Select Finish to accept these default settings or select Browse to rename and/or save to a different location on your computer
  7. A Create Outlook Data File window will appear. In both fields type in a password that will be required when the Personal Folders File is opened. IMPORTANT: If you forget the password there is no way to retrieve it or otherwise open the .pst you are creating; be sure to keep track of any password used here. Select OK to continue.
  8. Your computer will pause as the .pst file is created; if you have a lot of items to back up you may see a window that shows the status of each item as it is backed up and this process will likely take quite some time. No notice will appear to indicate that the back up is done, simply verify that the "backup.pst" file appears in the location selected previously

 

Restore E-mail Using Outlook 2010 & 2013

  1. Outlook 2010: With Outlook open, select File -> Open -> Import
  2. Outlook 2013: With Outlook open, select the File tab in the upper left, then the Open & Export link and the Import/Export option
  3. From the Import and Export Wizard window select Import from another program or file, then Next
  4. In the Import a file window select Outlook Data File (.pst), then Next
  5. In the Import Personal Folders window, select Browse and locate your desired .pst file
  6. Select Allow duplicates to be created then select the Next button. If a password was set on the .pst file when it was first exported, you will be prompted to type in that password
  7. At the next window, make sure that the topmost heading of the Outlook Data File is selected, and that the Include Sub folders box is checked to include all items from the .pst file during the import
  8. Leave the default Import location selected, Import items into the same folder in: <User Name>, to merge email messages, tasks, etc. into the same folders of your current Outlook profile. Select Finish. Note: processing may take quite some time for large mail files

 

Backup E-mail using Outlook 2011

  1. With Outlook open, select File -> Export
  2. In the Export window, select Outlook for Mac Data File (.olm) and check the boxes for the type of data you wish to preseve (you can back up contacts, calendar, etc. with your mail file)
  3. Click the Next (right) arrow
  4. Verify that No, do not delete items is selected and click the Next arrow
  5. Select a name and location for the file you are saving
  6. Click Save. Note that the save process may take quite some time for large mail files

 

Restore E-mail Using Outlook 2011

  1. With Outlook open, select File -> Import
  2. In the Import window, select Outlook Data File (.pst or .olm) and click the Next arrow
  3. Select the data file type you will be importing: .pst for backup files created in Windows or .olm for backup files crated on a Mac
  4. Click the Next arrow
  5. Select the file you will be restoring from and click Import

 

Move SF State E-mail Messages to Another Account

  1. If not an Outlook user, setup Outlook to check your SF State e-mail account (see the E-mail and Other Communication Software Guide for assistance)
  2. Add your second E-mail account to Outlook:
    • Outlook 2010 & 2013: Select File -> Account Settings -> Account Settings -> New
    • Outlook 2011: Select Outlook -> Preferences -> Accounts -> +
    • Enter the account settings as directed by your e-mail provider (e.g., Comcast, Yahoo!, Gmail, etc.)
  3. Move messages from your SF State e-mail account to your second account by dragging and dropping messages/folders from one account to the other. Messages should be moved in small batches to limit the risk of transfer failure and/or data loss. Note: Some e-mail providers may change the date/time on the messages to the date of the move. This information cannot be retrieved once lost. It is recommended that you test by moving a few messages first and verifying that the move was successful.