Outlook, a worldwide name for email servicing, has been in the market for over a decade now. Outlook allows users to share files, attachments, documents, and other essential information that organizations can’t afford to lose.
However, as we say, every coin has two sides, and Outlook is no longer an exception; it is also prone to several data loss scenarios, including hacking, server crashes, and accidental deletion. Backing up is a must for every organization, and nowadays, most organizations back up Outlook emails to USB drives so they can easily carry them with them and access them on any device.
In this write-up, we’ll learn how to save Outlook emails to a flash drive and why it is necessary to backup Outlook emails to USB. So, let’s get started.
Why Backup Outlook Emails to USB Drive?
We know email often contains sensitive information, and when it comes to businesses, every bit of information is crucial, and keeping it safe is no other organization’s responsibility. Below are a few of the most common reasons that have made organizations think about how to save emails to a flash drive.
- Data Security: The first reason for backing up Outlook emails to USB is security. When organizations copy Outlook emails to a flash drive, it provides them with an extra layer of security and acts as insurance if any unwanted scenario happens.
- Accidental loss: Within an organization, thousands of emails can be sent and received, and to err is human. There can be scenarios when any employee accidentally deletes an important email. In this scenario, having a copy of Outlook emails on a flash drive will come in handy.
- Protection from loss: Your PC is prone to several errors and viruses that can corrupt your disk or storage device or may result in deleting or losing crucial email files. Here, you are saved if you know how to backup Outlook emails to USB and have already done this task.
These are only a few of the many reasons why users should know how to save emails Outlook emails to flash drives. Now, let’s learn how to protect your Outlook emails by providing them with an extra layer.
Instant Solution
Easily save your emails from any Outlook version including Outlook (OWA) with the Shoviv IMAP Backup and Restore tool.
How to Backup Outlook emails to USB?
There are three ways to save Outlook emails to a flash drive: using the Import/Export wizard, drag-and-drop, and automated software.
Backup Outlook emails to USB using the Outlook Import/Export wizard
You might know about the Outlook Import/export option if you’ve been using Outlook for some time. Outlook has a built-in option that allows you to save emails from Outlook to any device in PST format. So let’s know its steps:
- Open Outlook in your system and click on the File option from the ribbon bar.
- Now select the Open & Export and click Import/Export option.
- In the next dialog, select export to a file option and click the Next button.
- Following, select the file format “Outlook data file .pst” option and click Next.
- Select your email account from which you want to save emails into USB and click Next.
- In the next window, choose a folder to save the backup file; here, choose your USB drive and click Next.
- Now, Outlook will start exporting emails to PST format into your USB drive.
It is a simple process to backup Outlook emails to a USB drive; the solution works, but this method can only back up a single mailbox at a time. Also, you have to repeat the same process next time when you will again back up Outlook emails to USB with previously backed-up emails.
Use drag and drop method
As the name suggests, this method involves manually dragging and dropping Outlook emails to your USB drive. This process is recommended if you have specific emails to backup and the number of emails doesn’t exceed 20. Otherwise, it can frustrate anyone to back up thousands of emails individually.
Backup Outlook emails using automated software
There are several third-party tools available on the market that claim to backup Outlook emails to a USB drive, but not all are made for you. Here, we’ll demonstrate the Shoviv IMAP Backup and Restore Tool.
It is a renowned and Microsoft MVP-recommended tool for managing Outlook emails. The tool has several features, but here I’ll only mention two that are plus points of the software.
- Accuracy: The tool provides 100% accuracy when backing up Outlook emails to a flash drive, which makes it the go-to solution for backing up crucial Outlook emails. It effectively maintains the folder hierarchy and email properties.
- Incremental Backup: The tool can resume your process from the last process endpoint when you back up your emails after a period. Hence, if you’ve backed up your emails today and want to back up your emails next month, the software will only back up the emails that are processed after the last process and store them in the same PST file. Hence, there will be no repeated emails and you will save your time.
Moreover, you get a free version of the software to explore its features.
Steps to Get Outlook Emails Backup In USB Flash Drive
Now let’s go through its process to back up Outlook emails to USB. You can install the free version of the software and do the process simultaneously to check the software’s skills and compatibilities.
- Install and Open the software in your system.
- Now click on the Backup directory from the dashboard and create a directory (folder in your USB) to store your emails.
- Go to the Backup job tab from the menu bar and provide a job name. Add Outlook mailboxes you want to back up to a USB drive.
- Now click on the Backup directory, choose the previously created backup directory, and select the file format to store emails.
- Go to the Filter tab and use the filter option based on the Date and Folder filters.
- Following, navigate to the Scheduler tab. From this option, you can schedule your Outlook email backup process on a weekly, daily, and monthly basis.
- Finally, go to the Other Settings option and configure them according to your needs. Once you have completed all the options, click on the Create Backup job option.
Voila! You have successfully configured the process to back Outlook emails to a USB drive. Now, you don’t have to worry about it again, as the software automatically backs up your emails without any effort.
Conclusion
Outlook has been ruling the email niche for over a decade, and it will stay long. Here, we have described why and how to back up Outlook emails to a flash drive using three different methods. We recommend the Shoviv IMAP Backup and Restore Tool as a first solution as it is one of the most advanced and easiest ways to accomplish the task. This tool has several features; which we recommend you check by visiting its page or using the software.
Frequently Asked Questions:
A. Yes, a USB drive can be a good option for a secondary backup solution. It’s easy to use and portable, but consider these limitations:
1. Physical Security: Lost or damaged USB drives can compromise your data.
2. Capacity: Large email collections might not fit on a typical USB drive.
3. Long-Term Storage: USB drives can degrade over time, so it’s not ideal for archival backups.
A. The best format is a PST (Personal Storage Table) file. This format stores your emails, contacts, calendar entries, and other data in a single file, compatible with importing back into Outlook.
A. For a few emails yes but, if you have lots of emails then this method is quite difficult to manage and we do not recommend it. Use the Outlook app export function for a proper backup in PST format. For Outlook.com use Shoviv IMAP Backup tool.
A. Yes! Consider cloud storage services for a more secure and accessible backup option. All you have to do is backup your emails with the Shoviv email backup tool and upload your backup files to your desired cloud storage service (i.e. One Drive or Google Drive).
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