How to Backing Up Address Book in Outlook ? – Complete Guide
When we talk about the Address Book in Outlook, it is quite common to get confused with the fact that it does not store Outlook addresses in it. Instead, store the address lists. The addresses are actually stored in address lists. Common address lists in Outlook are:
- Contacts Folder
- Global Address List
- LDAP
In this blog, we will discuss the methods by which you can backup the above-mentioned mailing lists:
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For IMAP & POP3 Accounts
If you are using an Outlook IMAP or POP3 account, all data, including contacts, will be stored in the Contacts folder. To create a backup copy of all contacts, create a backup copy of the PST file. This PST file act as a backup of all Outlook contacts and other elements as well.
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For Exchange Accounts
If you are using Outlook in the Exchange Server configuration, the contacts will get stored in the Global Address List stored in the Exchange Server. Since the storage is on the server itself, the administrator will be responsible for making a timely backup of all data, including contacts.
However, if you want to create the backup on your own, you can follow the process mentioned below. This method will create a separate PST file for all Outlook contacts. Follow the steps below to do the same:
- Create a new PST file with the name Backup Contacts.
- Browse to the contacts in Outlook.
- Right click on the contacts folder that you want to backup. Then, select Copy Folder
- In the dialog box, select the newly created Backup Contacts PST files.
- At last, Click on the OK.
- Repeat the above steps for the entire contacts folder that you want to backup.
- Exit Outlook.
- Save the Backup Contacts folder as your backup location.
Note: Follow below steps for creating a new PST file:
For Outlook 2007 & Below Versions
File-> New-> Outlook Data File
For Outlook 2013 & Later Versions
Home tab->New Items->More Items->Outlook Data File
- For Outlook Hotmail Connector
When synchronized with Hotmail account via Outlook Hotmail Connector, Outlook creates a backup of all the contacts automatically. In case the user desires to create the backup file on their own, the process mentioned the above needs to perform.
How to Backup Unsaved Outlook Contacts?
Sometimes, it happens that a user sends an email from an address and not stored in the contacts folder. In such a case, a cached copy of all the contacts stored in a file called with the extension .nk2. This NK2 file stores all the contacts to which an email sent, regardless of whether the address gets saved in the contacts folder or not.
Therefore, in the case where the user needs to create a backup copy of contacts that are not saved in Outlook, this NK2 file must get copied and saved. This enables users to access all the cached contacts when required.
Conclusion
The methods described above address the process of creating backup of Outlook contacts that were saved in Outlook and contacts, that were not saved. The user must follow the method applicable to the Outlook environment with which they are working.