This page contains methods and utilities you can use to back up profiles, accounts and personal settings. For information backing up PST and other files, see Outlook and Exchange/Windows Messaging Backup and Dual-Boot. This page is specific to email accounts and personal settings (i.e., Tools, Options settings).
Unless specified, the utilities listed in the Tools sections will backup the entire profile: PST, Signatures and all other files associated with the profile as well as all personal settings stored in the registry. Many will also back up other personal files and settings.
Profiles
In Outlook 2010 and older, profiles are stored in the registry at HKEY_CURRENT_USER\Software\Microsoft\Windows NT\CurrentVersion\Windows Messaging Subsystem\Profiles
In Outlook 2013, the profile moves to the HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Profiles key. Change the version in the path for Outlook 2016: HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Profiles
While you can export the registry keys to backup your profile, we don't recommend using this method to move profiles to a new computer. Too many files in the profile point to specific paths under your Windows user account and moving the profile can result in errors if the user name is not identical. You'll also get errors if the addins hat were installed when you exported the registry are not installed when you restore the registry keys.
We recommend creating a PRF containing your accounts if you will need to restore your configuration often, especially on other computers.
Windows Easy Transfer
Easy Transfer (WET) can be used to backup and move the profiles and pst files to a new computer however, using profiles moved with WET may have a broken address book. For this reason, we recommend making a new profile after using WET to move files to a new computer.
Save My Settings Wizard
This is found only in older versions of Office. It copies the profile but not the PST files.
Registry Settings
Along with your profile, you'll find all of the Options in the registry, in the following locations (14.0 is Outlook 2010):
HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook - Outlook customizations are found under this key. (It's generally safe to move this key to a new computer.)
HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook - Information about add-ins. (This key should not be used on a different computer.)
HKEY_CURRENT_USER\Software\Policies\Microsoft\office\14.0\outlook - This key will only exist if you have certain policies enabled. Most home users will not have settings here. It's safe to use on other computers. Don't forget to change the version number if you aren't using Outlook 2010.
Outlook 2016: 16.0
HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook
Outlook 2013: 15.0
HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook
Outlook 2007: 12.0
HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook
Outlook 2003: 11.0
HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook
Outlook 2002: 10.0
HKEY_CURRENT_USER\Software\Microsoft\Office\10.0\Outlook
You can use a simple batch file to export your registry keys. You can run the task scheduler using an Outlook macro or set it up in Task Scheduler. Paste the following line into a new NotePad file (change the version number if necessary) and save it with the extension .bat. Double click on the file to Run.
REG EXPORT "HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook" "C:\Users\Diane\My Box Files\Outlook-options.reg" /y
You can use a batch file to export any registry key, including your Outlook profile key.
Tools
BackRex Outlook Backup is a backup and restore tool for Microsoft Outlook. It allows you to backup address book, mail and other folders, mail accounts, message rules, signatures, stationery, and all personal settings. Backup jobs can be scheduled to run on a regular basis. Supports Outlook 2000, 2002, 2003, 2007, 2010. | |
Save all your Outlook settings including Emails, Contacts, Tasks, your Calendar, Notes, Journal entries, Email accounts, Outlook rules, Signatures and many more | |
MailStore Home free email archiving and backup software for all private users. Over the years, emails can become scattered among different computers, programs and mailboxes. Archive your internet mailboxes such as Gmail or Yahoo Mail or any mailboxes using POP3 or IMAP; Microsoft Outlook 2000, XP, 2003, 2007, 2010; Outlook Express and Windows Mail; Microsoft Exchange Server and Hosted Exchange; Mozilla Thunderbird and SeaMonkey .EML and other email files. | |
MessageExport for Outlook is an add-in that helps you get your email out of Outlook in particular way. MessageExport lets you save selected or new email messages to different formats, including PDF, EML, MSG, GIF, TIF, HTML, MHT, CSV, txt, and others. MessageExport can convert, name and save Outlook email in a single operation. Includes a timer function, so MessageExport can run every xx minutes to process new emails in a specific Outlook folder and save it in text format on a network folder. | |
An mail back up utility which allows to backup all the objects like emails, contacts, notes, calendars etc. Take incremental, differential and full backup to save backup at any location. Some of the other main features of backup software are: schedule backup process, preview of emails which could be recovered, feature to restore complete as well as selected emails etc. Software works with Outlook 2010 (32 bit), 2007, 2003, 2002. |
More Information
Outlook and Exchange/Windows Messaging Backup and Dual-Boot
Outlook 2007 File Locations for backup and dual boot
Tips for using Outlook 2002 .prf files to configure profiles
I have 8 email accounts in my profile and some of them are old and I don't remember the stored password (they were set up years ago). When I restored the reg file on the 'destination' computer and went into Outlook, the email accounts were there, but all the passwords for all the accounts were blank
I'm guessing the the registry profile data only stores password hashes and those would be invalid on another computer(?). If that's the case, then no backup utility (such as ABF Outlook Backup) would be able to transfer the stored email passwords.
Please advise...
Diane, I need to backup an Outlook account of an Outlook 2016 user that has specific emails launching at specific dates and times. How can I can backup this OST account so that all her Outlook actions are transferred accordingly? This is not a normal Outlook user and I have to be able to transfer everything perfectly
Everything relating to 'emails launching at specific dates and times' should be in the ost file - if its exchange mailbox, everything will sync down when you recreate the profile.
Surely which registry keys Outlook uses depends also upon which operating system Outlook is installed on.
Windows 7, 8, 10 etc.
No, The windows version or bitness doesn't affect where the office keys are. The bulk are under the office path in user accounts, some under the local machine hive. With the exception of the profile path, which is dependent on the outlook version, not windows, the office version is the only difference. There are a few instances where a problem is solved by making a change under the WOW key, but it applies to integrating with other programs, not outlook-specific keys.
Hi Diane. Excellent site- its been of great help to me for more than a decade. Thank you!
I purchased ABF Backup yesterday to help with a Win 7 (Office 2010) and Win 8 (Office 2010) installation - and it couldn't transfer settings across user accounts, or across machine with the same username. Had to press for a refund. You may wish to know.
Thanks Very Match From Egypt
Most of this softwares listed are paid versions. Is there any free version software to save accouns emails?
Thanks!
AFAIK, no, there are no free utilities to backup accounts. If by "emails", you mean the accounts in the profile, as long as it's for the same computer, you could export the registry.
If you mean email messages in the data file, you can use File, Export or if using POP3 pst file, just copy the pst file to back it up. IMAP, Outlook.com, and Exchange store mail on the server and don't need backed up.
Use PFbackup...is free for all!!
That only backs up the pst file, not the settings that are in the registry. Plus, Microsoft pulled it from the download center a couple of weeks ago.
I was having difficulty backing up my settings for multiple exchange accounts. I use backrex which does this (including Office 2013). The store is a bzip so you can unzip to see your ost files / signatures etc.
I am happy with it. If any one knows something better that also backups settings (ie those stored in the registry ... not just a PST). Please message here.
What problems are you having with it?
You can export the registry... however, because they point to specific paths on your hard drive, the backups is best used only on the computer that you created it on - basically, it's for recovery purposes, not moving to new computers.
You can use a batch field to export the key - set it up in Task Scheduler to run it on a schedule. It's also possible to export it using VBA and run it when a reminder fires but the batch file is much simpler.
REG EXPORT "HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Profiles\profile-name" "C:\Users\Diane\My Box Files\Outlook-profile.reg" /y