Backup and Restore Outlook 2016 for Mac

Here, we will use Outlook 2016 for Mac as an example to demonstrate how to back up and restore Outlook on Mac with or without a backup using five methods. Relax and follow these precise solutions to safeguard your emails on Mac instantly.

How Do I Backup and Restore Outlook 2016 on My MacBook? Backing up and restoring Outlook 2016 on your MacBook involves saving your email data, contacts, and calendar events to a secure location and then retrieving them when needed. Here's a step-by-step guide: **Backing Up Outlook 2016 Data:** 1. **Export Data:** - Open Outlook 2016 on your MacBook. - Go to `File` > `Export`. - Choose `Outlook Data File (.olm)` as the file format. - Click `Next`, then select the items you want to export (Email, Contacts, Calendar, etc.). - Choose a location to save the exported `.olm` file and give it a descriptive name. - Click `Finish` to start the export process. 2. **Save the OLM File:** - After the export is complete, make sure to store the `.olm` file in a safe place, like an external hard drive or cloud storage service (e.g., iCloud, Google Drive, Dropbox). **Restoring Outlook 2016 Data:** 1. **Import Data:** - Launch Outlook 2016 on your MacBook. - Go to `File` > `Import`. - Select `Outlook Data File (.olm)` and click `Next`. - Navigate to the location where you saved the `.olm` backup file and choose it. - Click `Open` and then select the data you want to import (Email, Contacts, Calendar, etc.). - Choose whether to replace existing items or merge with current data, then click `Finish`. 2. **Wait for Import Process:** - Outlook will now import the selected data. This may take some time depending on the size of your backup. 3. **Verify Data:** - Once the import is complete, check your Outlook 2016 to ensure that your emails, contacts, and calendar events have been restored correctly. Remember that backing up regularly is crucial to prevent data loss in case of any issues with your MacBook or Outlook installation.

"How can I back up Outlook 2016 emails on a Mac? I recently updated Outlook on my Mac, but unfortunately, some of my old emails are missing. Thankfully, the lost emails weren't crucial. I'd like to know how to back up Outlook on my Mac to ensure the safety of my important emails. Any assistance would be appreciated."

While relishing the convenience provided by Outlook, users sometimes face issues like accidentally deleting emails or losing received messages due to Outlook updates. The most effective way to safeguard against such problems is to create a backup of Outlook on your computer.

Windows users can refer to back up Outlook email to hard drive for guidance. For Mac users, you can use the quick navigation to discover the most effective method to back up your Outlook on Mac and safeguard them immediately. Individuals who have lost Outlook emails without a backup can also find the simplest way to easily restore lost Outlook emails.

Translate into English

Outlook Overview: Microsoft Outlook is a widely-used personal information manager and email client developed by Microsoft. It serves as a comprehensive tool for managing emails, scheduling appointments, organizing tasks, and staying updated with your professional and personal life. The overview of Outlook includes: 1. Email Management: Outlook allows users to send, receive, and organize emails efficiently. It offers features like a spam filter, the ability to create folders, categorize messages, and set up rules for automatic actions. 2. Calendar Functionality: With a built-in calendar, Outlook enables users to schedule meetings, events, and reminders. You can share your calendar with others, set recurrence patterns, and receive notifications to stay on top of your schedule. 3. Contact Management: Store and manage your contacts in one place. You can create contact lists, import/export contacts, and easily access them while composing emails or scheduling meetings. 4. Task Management: Create and track tasks to prioritize your workload. Set due dates, assign tasks to others, and receive reminders to ensure you stay productive. 5. Note-taking: Use Outlook's note feature to jot down quick ideas, to-do lists, or important information. Notes can be synchronized across devices for easy access. 6. Integration: Outlook seamlessly integrates with other Microsoft Office applications like Word, Excel, and PowerPoint, allowing you to create and edit documents directly within the email client. It also connects with various third-party apps and services, such as Google Drive, Dropbox, and more. 7. Cloud Storage: Outlook provides a limited amount of storage through OneDrive, Microsoft's cloud storage service. This allows you to attach large files to emails and access them from anywhere. 8. Accessibility: Outlook is available on multiple platforms, including Windows, macOS, iOS, and Android, ensuring that you can access your emails and data across different devices. 9. Security: With robust security measures, Outlook safeguards your data with encryption, two-factor authentication, and spam filtering. It also offers protection against malware and phishing attempts. Overall, Microsoft Outlook is a versatile and powerful tool that combines email communication, scheduling, task management, and organization into a single, user-friendly interface. Its extensive features and seamless integration make it a popular choice for both personal and professional use.

Outlook was developed by Microsoft on January 16th, 1997. In addition to email management, Outlook also encompasses features such as a calendar, task manager, contact manager, note-taking, journal, and web browsing capabilities. Currently, it is accessible for both Windows and Mac users to facilitate their daily work management. Users have the option to send and download emails either online or through the Outlook application on their Windows or Mac computers.

By now, Outlook has been through over 15 iterations, and here's a list of the most popular Outlook versions that are available on both Windows and macOS platforms: 1. Outlook 2007 2. Outlook 2010 3. Outlook 2013 4. Outlook 2016 5. Outlook 2019 6. Outlook 2021 7. Outlook for Microsoft 365 (formerly known as Office 365) These versions have gained significant popularity among users due to their enhanced features, improved user interface, and better integration with other Microsoft applications.

• Outlook 2019
• Outlook 2016
• Outlook 2013
• Outlook 2011

Where does Outlook store items? Outlook stores its items, such as emails, calendar events, contacts, and tasks, in a data file known as a Personal Storage Table (PST) or an Offline Folder File (OST) for offline access. The location of these files depends on the version of Outlook you're using and your email account type. 1. For PST files: - In Outlook 2010 and later versions, local PST files are typically stored in: ``` C:\Users\\AppData\Local\Microsoft\Outlook ``` - In Outlook 2007 and earlier, they are usually found here: ``` C:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook ``` 2. For OST files: - OST files are created when you use an Exchange, Office 365, or Outlook.com account with Cached Exchange Mode enabled. They are stored in the same location as PST files for the respective Outlook version, but they have a different file extension. Keep in mind that these paths might differ if you've customized the storage location or if you're using a corporate environment where IT policies may dictate a different storage location.

Let's take Outlook 2016 as an example. On a Mac computer, Outlook items are stored in the following two locations:

• /Users/me/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Message Sources
• /Users/me/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Messages

On a Windows computer, Outlook 2016 stores its data in the following location: C:\Users\[Your Username]\AppData\Local\Microsoft\Outlook Please replace "[Your Username]" with your actual user account name.

1. drive:\Users\AppData\Local\Microsoft\Outlook
2. drive:\Users\Roaming\Local\Microsoft\Outlook

How long does Outlook retain items?

Please note that Outlook does not retain your emails, contacts, and other items indefinitely. It has an AutoArchive feature that ensures the safety of your data as it ages. Here are the respective aging periods for Outlook items:

• Inbox and Drafts: 6 months
• Sent Items and Deleted Items: 2 months
• Outbox: 3 months
• Calendar: 6 months
• Tasks: 6 months
• Notes: 6 months
• Journal: 6 months

Once items surpass this duration, Outlook will permanently remove them from your account. This is why backing up your Outlook email is crucial. So, how do you back up Outlook and restore the backup on a Mac? That's what we'll explore in the following sections.

Part 1: How to Backup Outlook 2016 for Mac [2 Methods]

Ordinarily, both Windows and Mac users can opt to copy and save their Outlook folder to another storage device as a backup. However, incorrect operations might lead to Outlook malfunction. In this case, we present two more practical methods for backing up Outlook 2016 emails that you can utilize.

One method is to create a full backup of Outlook using Time Machine on a Mac. The alternative approach is to export Outlook 2016 for Mac items into an archive file. You can choose either method below to back up your Outlook items.

If you didn't have a backup of Outlook files, proceed to Part 3 to discover how to restore lost Outlook 2016 files without backup.

Method 1: Back up Outlook 2016 using Time Machine

Time Machine is a built-in file backup utility on Mac that simplifies the process of creating backups of your Mac files. It also allows Mac Outlook users to easily create a copy of their emails, contacts, calendar entries, and more.

If you opt for Time Machine to back up your Outlook items, including emails, you can follow these steps to save the backups on an external storage device or a local volume: 1. Connect your external storage device to your Mac if you plan to use it for the backup. 2. Open Time Machine by clicking on its icon in the Dock or by selecting it from the Applications > Utilities folder. 3. In the Time Machine preferences (accessed by clicking the Time Machine icon in the menu bar and selecting "Open Time Machine Preferences"), click on "Select Backup Disk." 4. In the list of available disks, choose your external storage device or the local volume you want to use for backups. If it's not already listed, click on "Add Backup Disk" and follow the prompts to set it up. 5. Click "Select" to confirm your choice. 6. Make sure the "Backup Now" option is checked, then click the "Backup Now" button to initiate the initial backup process. This may take some time depending on the size of your Outlook data. 7. Once the initial backup is complete, Time Machine will automatically create incremental backups at regular intervals, ensuring your Outlook items are kept up to date. Remember that Time Machine backups are versioned, meaning you can restore any previous version of your Outlook items if needed.

Step 1. Connect an empty external storage device to your Mac.

Step 2. Click "System Preferences" from the Apple menu, and enable "Time Machine".

Step 3. Turn on the Time Machine by switching it to "On" in the Time Machine dialog box, and then click "Select Backup Disk".

Step 4. Choose the location where you wish to save the Time Machine backup files, then click "Use Disk".

Step 5. Check the "Back Up Automatically" option to have Time Machine automatically back up everything on your Mac.

Then, you can restore everything you lost, including Outlook files, from the Time Machine backup.

Method 2: Manually Backup Outlook Emails on Mac to OLM Archive File

In Outlook for Mac 2016 or other Outlook versions, Outlook email messages, contacts, calendar entries, and other items can be exported to OLM (Outlook for Mac Data File) archive files.

Here are the steps to manually backup Mac Outlook by exporting items to an archive file in OLM format: 1. Open Microsoft Outlook on your Mac. 2. From the top menu, click on "File." 3. In the dropdown menu, select "Export." 4. A new window will appear. Choose "Outlook Data File (.olm)" as the export format. 5. Click "Next" to proceed. 6. Now, choose the items you want to include in the backup. You can select "Entire Outlook," "Mail," "Contacts," "Calendar," "Notes," or "Tasks." Mark the checkboxes accordingly. 7. If you want to create separate archives for each item, check the "Create separate files for each selected item" option. 8. Click "Next" again. 9. Browse and choose a location on your Mac where you want to save the backup file. It's recommended to choose an external drive or a secure cloud storage location for added safety. 10. Enter a name for the archive file (OLM file) and click "Save." 11. Outlook will start exporting your selected items to the OLM file. This process may take some time, depending on the amount of data. 12. Once the export is complete, a message will pop up confirming the successful export. Click "OK" to finish the process. Your Mac Outlook data is now backed up in an OLM file. You can use this file to restore your data if needed.

Step 1. Open Outlook 2016 and navigate to the "File" tab, then click "Export".

Step 2. In the "Export to Archive File (.olm)" window, check the items you want to export, such as Mail, Tasks, Calendar, Notes, Contacts, and so on, then click "Continue".

Step 3. In the "Save As" dialog, navigate to a secure location like Desktop on your Mac to save the exported OLM file, and then click "Save".

Step 4. After the process is complete, click "Finish" to end the entire task.

Part 2. Recover Missing Outlook 2016 for Mac from Backups [2 Methods]

If you have backups of Outlook 2016 files on your Mac, you can promptly restore any lost Outlook items, such as emails, contacts, notes, etc., whenever they go missing on your Mac.

When it comes to restoring a Mac Outlook backup, you have two options: restoring from a Time Machine backup or importing the OLM file into Outlook to retrieve emails, contacts, and more. Follow the appropriate method to promptly restore your Outlook emails on Mac.

Method 1: Restore Outlook 2016 for Mac Files from Time Machine Backup

When your files go missing or are deleted on your Mac, you can promptly restore them from a local or external Time Machine backup disk. Similarly, with Outlook 2016, utilizing Time Machine backup is a convenient option to retrieve lost Outlook emails:

Step 1. Connect the Time Machine backup drive to your Mac computer.

Step 2. Click "Time Machine" in the Dock and enter Time Machine.

Step 3. Click on the timeline and locate the backups - your Outlook 2016 files, then click "Restore".

Method 2: Restore Outlook 2016 for Mac by Importing OLM Files

Outlook email messages, contacts, calendars, and other items that you've exported to the archive file can be restored by importing the OLM file into Mac Outlook. Here's how to promptly retrieve your lost Outlook items on a Mac: 1. Open Microsoft Outlook for Mac. 2. Go to "File" in the top menu bar. 3. Select "Import" from the dropdown menu. 4. In the Import wizard, choose "Outlook Data File (.olm)" and click "Continue." 5. Browse and locate the OLM file that contains your archived data, then click "Open." 6. Choose the items you want to import, such as emails, contacts, or calendars, and mark the corresponding checkboxes. 7. Click "Import" to start the process. 8. Wait for the import to finish. This may take some time depending on the size of your OLM file. 9. Once completed, your imported items should now be visible in their respective folders within Mac Outlook. By following these steps, you can restore your lost Outlook data on your Mac.

Step 1. Open Outlook and click "Import" under the Tools tab.

Step 2. Choose "Outlook for Mac archive file (.olm)" and click "Continue".

Step 3. Locate the .olm file on your Mac, and then select "Import."

NOTE: The methods outlined in both Part 1 and Part 2 are applicable when Mac users need to transition Outlook items to a newer version of Outlook, such as backing up Outlook 2011 and moving to Outlook 2016, or backing up Outlook for Office 365 Mac and migrating to Office 2016, and so on.

Part 3. Recover Lost Outlook 2016 Files on Mac Without Backups

If you lacked Outlook backup or experienced Outlook 2016 backups loss on Mac, a robust Mac file recovery software can come to the rescue. The efficient Data Recovery Wizard for Mac, equipped with its email recovery function, enables Mac users to scan their Mac hard drive and effortlessly locate the lost Outlook data or the missing Outlook backup.

Follow these 3 steps to restore lost Outlook 2016 for Mac files without backup: 1. **Check Auto-Save Feature**: First, ensure that the Auto-Save feature was enabled in Outlook 2016 for Mac. If it was, your lost files might be recoverable from the application's temporary data. To do this, open Outlook and go to Preferences > Accounts. Look for the option that says 'Auto-Save' or 'Recover Data' and check if any recently lost items are available. 2. **Use Time Machine (if available):** If you have Time Machine backup enabled on your Mac, you can use it to restore the lost files. Connect your backup drive and launch Time Machine. Navigate through the backups until you find the point in time when the files were still present. Select the Outlook 2016 files and choose 'Restore' to bring them back to your system. 3. **Third-Party Data Recovery Tools:** In case the above methods don't work, you can consider using a third-party data recovery tool designed for Mac. There are several reliable tools available that can scan your system for deleted or lost files, including Outlook data. Download and run such a tool, following its instructions to search for and recover your lost Outlook 2016 files. Remember, prevention is always better than cure. Regularly backing up your important data is crucial to avoid potential loss in the future.

Step 1. Search for Missing Files

Choose the disk location to search for missing files (it can be an internal HDD/SSD or an external hard drive) where you lost your data and files. Click the "Search for lost files" button.

Note: Before proceeding with data recovery, it's recommended to click "Disk Backup" from the left sidebar to create a backup of your HDD/SSD to prevent any additional data loss. Once the backup is done, the software can retrieve data from the backup, and you can continue using your HDD or SSD.

Step 2. Review the scanning results

This software will instantly scan your selected disk volume and display pictures, documents, audio, videos, and emails on the left pane.

Step 3. Select the file(s) and recover Select the file(s) you want to recover and hit the 'Recover' button.

Click on the data to preview, and then hit the "Recover" button to restore them.

Once the recovery process finishes, you can locate the Outlook 15 folder and copy it back to its original position: /Users/username/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles. After that, restart Outlook 2016 on your Mac. Your missing Outlook emails and other data should be accessible again.

Conclusion & Mac Outlook Backup FAQs In this article's conclusion, we emphasize the importance of regularly backing up Outlook for Mac to ensure the safety of your emails, contacts, calendar events, and other crucial data. Whether you choose manual backups or rely on a trustworthy third-party tool, protecting your data from accidental loss is paramount. Here are some frequently asked questions and answers about Mac Outlook backups: 1. **Q: Do I need to back up Outlook for Mac?** **A:** Yes, backing up your Outlook data protects it from loss due to system failures, software errors, or malicious attacks. 2. **Q: How do I manually back up Outlook for Mac?** **A:** You can manually backup by going to "Library" > "Application Support" > "Microsoft" > "Outlook" in Finder and copying the "Outlook Data File (.olm)". 3. **Q: Is there an automatic way to back up Outlook data?** **A:** You can set up automatic backups using Time Machine or another third-party backup software. 4. **Q: Can the .outlook data files be used on other devices?** **A:** .olm files can be imported into other versions of Outlook for Mac but might not work directly with Outlook for Windows. A format conversion may be required. 5. **Q: Will I lose data during the backup process?** **A:** Backups typically don't result in data loss if done correctly. However, it's recommended not to use Outlook during the backup process to avoid conflicts with data synchronization. 6. **Q: How do I choose the best Outlook backup solution?** **A:** Consider factors like ease of use, security, price, and whether it offers automated backup. Reading user reviews and examining product features can help make your decision. Securing your Outlook data is crucial for both personal and professional life. Regular backups and understanding the process will give you peace of mind, knowing your information is always protected.

On this page, you've discovered 5 methods to freely backup and restore Outlook 2016 items such as email messages, calendar, contacts, etc. on a Mac.

For those Outlook Mac users who accidentally deleted emails or Outlook backups on Mac, the tool Data Recovery Wizard for Mac is the optimal solution. Through a few straightforward clicks, the Outlook data can be restored to its original state.

If you've got more worries about backing up Mac Outlook, here are some FAQs and their answers that might help: 1. **Q: Why should I back up my Mac Outlook data?** **A:** Backing up your Mac Outlook data guarantees that you've got a copy of your emails, contacts, calendar events, and other crucial stuff in case you accidentally delete them, face software issues, or hardware problems. 2. **Q: How do I manually backup Mac Outlook data?** **A:** To manually back it up, find the Outlook data file (usually `Outlook.data` or `Outlook 2016.data`). It's typically stored in `~/Library/Group Containers/UBF8T346G9.Office/Outlook`. Copy that file to an external drive or cloud service for safekeeping. 3. **Q: Can I use Time Machine for Mac Outlook backup?** **A:** Yeah, Time Machine is macOS's built-in backup tool. It'll automatically back up your whole system, including Outlook data. Just make sure Outlook's data folder is included in the backup. 4. **Q: Are there any third-party apps for Mac Outlook backup?** **A:** Absolutely, there are options like Stellar Backup for Outlook, Backuptrans, and Mail Passport Pro. These apps specialize in backing up Outlook data and often offer extra features like scheduling and encryption. 5. **Q: How often should I backup my Mac Outlook data?** **A:** It depends on how important your data is. If you frequently get or send crucial emails, back up at least once a week. If your email use isn't as critical, backing up monthly could work. 6. **Q: What if my backup gets messed up?** **A:** If your backup gets corrupted, have multiple backups or try a different backup method. If it's a software issue, use a backup tool with error checking and repair features. 7. **Q: Can I restore from a backup on a new Mac?** **A:** Yes, you can restore Outlook data on a new Mac by copying the backup file to the same spot (`~/Library/Group Containers/UBF8T346G9.Office/Outlook`) or using macOS's migration tools or third-party software. Always remember to test your backups to make sure they work and keep your data safe!

**1. How do I export folders from Outlook for Mac 2016?** To export folders from Outlook for Mac 2016, follow these steps: 1. Open Outlook for Mac 2016. 2. In the Outlook sidebar, select the folder or folders you want to export. 3. Go to the "File" menu at the top of the screen. 4. From the drop-down menu, choose "Export." 5. In the "Export" dialog box, select "Outlook Data File (.olm)" as the file format. 6. Click "Next." 7. Choose a location on your computer where you want to save the exported file and give it a descriptive name. 8. Click "Save." 9. The export process will begin. Wait until it's finished; this may take some time depending on the size of your folders. 10. Once the export is complete, click "Finish." Now you have an .olm file containing the exported Outlook data. If needed, you can import this file into another Outlook for Mac 2016 installation or other compatible email clients.

Step 1: In Outlook 2016, go to the File menu and select the Export option.

Step 2: Click "Outlook for Mac data file" and choose the available options to filter the items.

Step 3: Click and choose the folder you wish to export from Outlook 2016, which can include Mail, Tasks, Calendar, Notes, Contacts, and so on.

Step 4: In the "Export to Archive File (.olm)" dialog box, click "Continue" to proceed with the process.

Step 5. In the "Save As" dialog, select the "Downloads" folder under "Favorites", then click "Save".

Step 6: When the process is complete, click "Finish" to conclude the entire task.

2. How do I configure OLM in Outlook for Mac 2016?

Step 1: Open the Outlook 2016 application on your Mac and click on "Tools" from the menu bar.

Step 2: Click on "Export" under the "Tools" section, then select the items you wish to convert into an OLM file. Click "Continue."

Step 3: Select a folder on your Mac to save the OLM file as an exported file, then click Save.

Step 4. After the exporting process is complete, click the Finish button.

Next, you can click to open the exported folder where the OLM file is saved. Congratulations, you have successfully set up an OLM file as a backup for Outlook 2016 on Mac.

3. What is PST?

PST, short for Personal Storage Table, is an Outlook data file that stores user data such as messages, contacts, calendars, and more. When you set up an Outlook account, it creates a PST file by default.

Typically, a PST file is also utilized to backup and export items such as email messages, contacts, calendars, task data, etc., from any kind of email account. If you accidentally delete a PST file on your Windows PC, don't panic; you can refer to the guide on Recovering Deleted PST files in Outlook 2019/2016/2013 for assistance.