Outlook Backup Software: Best Tools to Protect Your Emails

Keeping your Outlook data safe has never been more important. Whether you rely on Outlook for business communication, personal email, scheduling, or contact management, a single corrupted PST file or sync failure can put years of information at risk. That’s why choosing the right Outlook backup software is essential.

My Recommendations: Top 3 Outlook Backup Tools

After comparing the top solutions on the market, here are my three recommended tools that deliver the best balance of reliability, ease of use, and long-term data protection.

1. Outlook Desktop App

For users who don’t want third-party software, the Outlook desktop app includes built-in PST export options. It’s free, accessible, and suitable for straightforward manual backups.

• Completely free and built into Outlook—no additional installation required
• Supports exporting emails, contacts, calendars, and tasks into PST format
• Works well for occasional or one-time backups
• Provides control over what data you export

2. AOMEI Backupper Professional

If you want a complete, set-and-forget Outlook backup solution, AOMEI Backupper Professional is the most versatile option.

AOMEI Backupper

Best Outlook Backup Software

• Flexible Backup Destinations: Save your Outlook data to local drives, external devices (USB/SD), network locations (NAS), or directly to cloud services like Google Drive, OneDrive, and Dropbox.
• Advanced Scheduling: Configure automatic backups using a range of schedules—from precise intervals to daily, weekly, or monthly plans—so your data is always protected without manual effort.
• Efficient Storage Management: Optimize speed and conserve storage space with Incremental and Differential backup modes, which only save the files that have changed since your last backup.
• Precision Restoration: Preview emails directly within the restore window to ensure you recover exactly what you need, quickly and accurately.

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3. Safe PST Backup

Safe PST Backup is a lightweight yet powerful tool designed specifically to back up Outlook PST files automatically. Unlike the Outlook app, it supports scheduling and incremental backups in its free version.

• Free edition supports automatic, scheduled PST backups
• Incremental backups reduce storage space and speed up the process
• Simple, easy-to-use interface designed specifically for Outlook
• Ideal for users managing one or multiple PST files
• Restores PST data quickly and cleanly

⭐ Quick Overview:

How to Use Outlook Email Backup Software Step by Step

In this part, you’ll learn how to backup Outlook data with the three Outlook backup tools mentioned above.

Option 1. Using Outlook Desktop App

1. Open Outlook (classic). Go to File → Open & Export → Import/Export.

2. Choose Export to a file → Next.

3. Select Outlook Data File (.pst) → Next.

4. Select the mailbox, folder, or top-level account you want to export. Check Include subfolders → Next.

5. Click Browse, pick a destination folder (e.g., an external drive or Documents\Outlook Files), give the PST a name, and click OK.

6. Choose how to handle duplicates (usually Replace duplicates with items exported) → Finish.

7. (Optional) Set a password for the PST file — recommended if storing on an unsecured drive.

💡 How to restore:

1. File → Open & Export → Open Outlook Data File, choose the PST.

2. Drag folders or messages from the PST back into your mailbox.

Note: You can also use File → Open & Export → Import/Export → Import from another program or file → Outlook Data File (.pst) to import fully.

Option 2. Using AOMEI Backupper

1. Add the email account you want to backup in Outlook desktop app.

2. Install and open AOMEI Backupper. Then, click Backup and select Outlook Backup.

3. You can give this backup task any name you like. Click Select Source to select the email folder(s) under the target email account as the backup source.

4. Choose a destination path to save the backup image. It can be a local drive, external hard drive, NAS, etc.

5. Configure your backup task as necessary.

• Schedule: Set frequency (One Time/Daily/Weekly/Monthly/Event Triggers).
• Backup Scheme: Choose Incremental Backup (default) or Differential Backup to save space and time. You can also enable automatic backup cleanup.
• Options: Enable compression, email notification, or password protection.

6. Confirm your operation and click Start Backup.

💡 How to restore:

1. Go to Home, find your Outlook backup task, click three dots, and select Restore.

2. Select a backup point and the items you want to restore.

3. Select Restore to original location or Restore to a new location. Finally, click Start Restore to begin.

Option 3. Using Safe PST Backup

1. Download, install and launch Safe PST Backup.

2. By default, Safe PST Backup will copy the entire Outlook data, such as Email, Calendar, Contacts and other Outlook folders.

3. Click the destination box to specify the backup destination folder (external drive, NAS, network path).

4. Click Options in the lower-left corner to configure schedule: Hourly/Daily/Weekly/Monthly. The default option is every 4 hours.

5. Click Start Backup to run the backup immediately.

💡 How to restore:

1. Find the backup PST file in the location you specified.

2. Drag the PST file into Outlook to get your Outlook data back.

Bonus: How to Choose the Right Outlook Backup Software

With so many tools available, selecting the right Outlook backup software can feel overwhelming. Below are the key factors to consider before deciding.

1. Backup Scope: PST Only or Full Outlook Profile

Some tools only back up PST files, while others protect your entire Outlook environment, including:

• Emails, folders, and attachments
• Contacts and calendars
• Account settings, rules, signatures, profiles

2. Automation and Scheduling Features

Automation is crucial for long-term protection. Look for software that supports:

• Scheduled backups (daily, weekly, monthly)
• Incremental or differential backups to save space
• Continuous protection or real-time sync

3. Restore Flexibility

Backup is only half the equation—restoration matters just as much. Good Outlook backup software should let you:

• Restore individual emails or entire PST files
• Recover profiles, settings, and rules
• Preview items before restoring

4. Storage Options and Compatibility

Consider where you want to store your backups (local HDD/SSD, external drives, NAS, cloud services, etc.). Choose software that supports your preferred storage destination and is compatible with your Outlook version (Office 365, Outlook 2021/2019/2016, etc.).

Expert Tips for Managing Outlook Backups

Managing Outlook backups is more than just exporting a PST file—it’s about building a long-term protection strategy that keeps your emails safe, organized, and easily recoverable. Here are some expert tips for you:

1. Use Both Local and Offsite Storage

Storing backups in only one place puts you at risk. A hardware failure or ransomware attack can wipe out local files instantly. It is suggested to keep a second copy in the cloud or on an external drive stored offsite.

2. Automate Your Backups

Manual PST exports are easy to forget—and forgotten backups offer zero protection when disaster strikes. Use tools like AOMEI Backupper or Safe PST Backup to automate backups.

3. Keep Your PST File Size Under Control

Oversized PST files are more prone to corruption and slow restoring. Tips to prevent bloat:

• Archive old emails into separate PSTs
• Empty Deleted Items and Junk folders regularly
• Compress PSTs through Outlook’s Data File Management
• Avoid letting primary PSTs exceed 20–30GB

Smaller PSTs are faster to back up, easier to restore, and less likely to break.

To Sum Up

Backing up Outlook is essential for protecting your emails, contacts, calendars, and account settings from unexpected errors. With the right Outlook backup software, you can automate the process and ensure fast, stress-free recovery whenever needed.

In fact, AOMEI Backupper is not limited to email backup. It is also embedded with powerful file, system, and disk backup features. You can use it to create bootable backup for Windows 11/10/8/7. Why not give it a shot?