Creating a PST backup file in Microsoft Outlook

Who should create a PST backup file?

VCU faculty and staff that were using a VCU Health System (VCUHS) email address (@vcuhealth.org) that need to migrate all their emails, contacts, and calendar items to their @vcu.edu Google account.

What do I need to do prior to creating a PST backup file?

You will need to be signed into the Outlook desktop application with your @vcuhealth.org email account and make sure that all folders have been synced by clicking on the circle arrows in the top left corner of the Outlook window:

You will also need to confirm that Cached Exchange Mode is disabled before you generate a PST backup file in Outlook to ensure that all items are backed up properly.  To do this:

1.      Open the Outlook desktop application on your computer:

2.      Click on File in the upper left hand corner:

3.      Click on Account Settings and choose Account Name and Sync Settings:

4.      Make sure that the box for Use Cached Exchange Mode is unchecked as seen below then click Next:

5.      Close Outlook and re-open it if it doesn’t do so automatically to make sure that all account changes are registered correctly.

We also recommend that, if you do not need to keep any deleted emails, you should right click on your Deleted Items folder and choose Empty Folder (as shown below) prior to starting the PST creation process to save time by reducing the number of emails that need to be backed up:

Note:  Any user leaving VCUHS should be aware that emails containing Protected Health Information (PHI) or proprietary VCUHS information must not be migrated as it could lead to the accidental disclosure of sensitive information; however, items that are relevant to a user’s current work and/or projects are permitted.  When generating a PST backup file from a VCUHS account, users should ensure that it only includes permitted items.How do I create the PST backup file in Outlook?

How do I create a PST backup file?

Once you’ve confirmed that Cached Exchange Mode is disabled, the next step is to create the PST backup file of all your emails, contacts, and calendar items.

Note: This process can take several hours depending on how items you have on your account.  You will not be able to use Outlook while it is generating the file, so it is a good idea to start the process during an extended downtime or at the end of the day to minimize interruptions in your workflow. 

1.      Open the Outlook desktop application on your computer:

2.      Click on File in the upper left hand corner:

3.      Click on Open & Export and choose Import/Export:  

4.      The Import/Export Wizard should open.  Click on select “Export to a file” as shown below then click Next:

5.      The Export to a File dialog box should open.  Click on Outlook Data File (.pst) as shown below then click Next:

6.      The Export Outlook Data File dialog box should open.  Click on your @vcuhealth.org email address and make sure the Include subfolders box is checked as shown below then click Next:

7.      A new dialog box should open.  Make sure the Replace duplicates with items exported option is selected as shown below:

8.      Click on Browse and navigate to an easy to remember and easily accessible place to save the PST file such as your Desktop or Documents folder and click OK: