When it comes to email data, keeping it safe is the most important thing. Those who use Microsoft Outlook have accumulated years of essential emails, attachments, contacts, and calendars stored as PST files. If your personal computer crashed, what would you do? Or if you just wanted to access your data from another machine?
A simple option to protect your data is to save your PST file to a flash drive. In this post, you will learn to do this safely and properly, even if you're not super tech-savvy.
What is a PST File?
A PST (Personal Storage Table) file is where Outlook stores all of your emails, attachments, and other mailbox information. It's like having a big box on your computer that holds your entire mailbox.
If you want to separate personal and work emails, you can create multiple PST files, but these files can get large quickly, or your emails could be stored on an external computer or a large Windows operating account. Your PST files are important and deserve to be stored safely.
Saving the PST file onto a flash drive is a great way to properly back it up in the case of a machine crash, move or share it with someone else, or use it on a different computer.
Why Store PST Files on a USB Flash Drive?
There are many reasons why someone would save their Outlook PST file to an external drive or USB flash drive:
- Backup and Safety: If the system is damaged or infected, your Outlook emails are protected on the flash drive.
- Portability: You can take your email data with you wherever you go.
- Compliance Requirements: Some organizations require users to maintain a local backup of their emails for record-keeping and compliance.
- System Migration: When you're moving to a new PC, saving the PST file can make it easier to move all of your Outlook emails and settings.
But prior to doing a copy of your PST file, you should take note of a couple of things to ensure it's done safely.
Step 1: Locate your PST file
Before you save your PST file to a flash drive, you need to know where it is on your computer.
Here's how you can find it:
- Open Microsoft Outlook.
- Click on File → Account Settings → Account Settings a second time.
- In the new window, navigate to the Data Files tab.
- You will be able to see a list of all the PST files associated with Outlook. Select the one you would like to save. Make note of its location.
- Open that folder on your computer, and you will see your PST file in that folder.
Tip: At the end of the file, it will typically have the extension .pst.
Step 2: Close Outlook Before You Copy
Make sure you have closed Outlook before you copy the PST file. If you copy the file while Outlook is still open, it could get corrupted, or it may not copy correctly.
By closing Outlook, you can guarantee that your email and all data were saved properly before you move the file.
Step 3: Connect the USB Flash Drive
Now, plug your USB flash drive into the USB port of your computer. You will have to wait a moment until the computer recognizes it. It will appear in File Explorer, under “This PC.”
Be sure that your flash drive has available free space. PST files can be large, especially if you have used Outlook for several years.
Step 4: Duplicate the PST File
After preparing your flash drive:
- Navigate to where your PST file is stored.
- Right-click on the PST file and select Copy.
- Open your flash drive from your File Explorer.
- Right-click in the drive and select Paste.
You can observe the transfer in the new window. It may take a few seconds or several minutes, depending on the file size.
Step 5: Confirm the File
Once the transfer is completed, it’s a good idea to confirm that the PST file was copied appropriately:
- Go to your flash drive.
- Confirm that you are able to see the PST file there.
- Also, double-check the file size is the same width as the original file from your computer.
If it is the same, you have successfully created a backup of the PST file.
Step 6: Safely Eject the Flash Drive
Before disconnecting the flash drive, be sure to always click on the “Safely Remove Hardware” icon in the taskbar. This will code your flash drive so that the exact files don't get damaged or corrupted, which you definitely want to avoid. Once the system displays a safety removal message, it is safe to unplug the flash drive and place it in a secure location.
Mistakes to Avoid
Some common mistakes that people make when saving the PST file to their flash drive include:
- Copying the PST while Outlook is still open.
- Not checking the flash drive space available.
- Removing the drive prior to completion and ejecting it properly.
- Not verifying the PST backup was added or the size was the same, or that the PST would open properly.
By avoiding these types of issues, you will ensure you keep your Outlook data safe and usable.
Restoring Your PST File
If you needed to access your PST file on another device, you can easily restore this file back:
- Insert the flash drive into the new device.
- Copy the PST file from the flash drive to your local drive.
- Open Outlook → File → Open & Export → Open Outlook Data File.
- Go to the location you saved the PST file, and open it.
You should see any emails, folders, and attachments you used to have.
Other Steps for Data Compliance & Safety
- Encrypt it: Use a password-protect or encryption program to secure your flash drive.
- Name your files: Clearly name PST files, e.g., "Work_Emails_2023".
- Backup: Keep an alternate copy on another flash drive or external hard drive.
- Re-copy periodically: Copy PST files every few months to keep your backup current.
Top Method to Save PST Files to a Flash Drive
Sometimes users have several PST files, or files large enough to be difficult to manage manually. In these cases, using a professional software solution is recommended.
You might take a look at the Softaken Outlook PST Conversion Suite if you are interested in a professional, all-in-one solution.
You can trust the software with your PST files and manage them, as the software enables you to back up, split, merge, and convert PST files to multiple formats safely and securely. The Softaken Outlook PST conversion suite allows you to transfer your Outlook data to another computer or storage device without damaging the file's formatting. If your work regularly involves PST file sizes exceeding 10GB, or you are working with compliance or security practices regarding the data, this software is very helpful. The software is easy to use, fast, and compatible with all Windows OS systems.
Conclusion
Saving your Outlook PST files to a USB drive is a great way to protect your information and stay compliant. Locating your PST files, copying them, and placing them in a safe location takes just a few minutes. You may be switching to a different computer, making a backup, or working for compliance purposes. If you want to take the hassle out of moving PST files or managing multiple PST files, applications like Softaken Outlook PST Conversion Suite can manage all PST conversions easily while keeping your files safe, intact, and accessible whenever you want.
