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This can be a hassle, of course, but it is what it is for larger organizations. If you do need a local backup, you will likely need to talk to your IT team to get a copy of your archive. In these cases, you don’t need a local backup of your emails, because they’re all backed up on the server already. This typically operates similar to Gmail, in that you log on, do your email management, and log off. In order to access and view your emails, you need to log into the server. This server contains everything about your emails. Basically, they have a centralized server somewhere on the cloud or within your organization. The both function in a way that largely makes backups unnecessary at the user level. IMAP is a mail protocol, and Exchange is an email system that operates in a similar way. Related posts: Option 1: Use IMAP or Exchange
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You have a couple of different options with Outlooks, so let’s dig in.
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#Outlook mac backup software how to#
Regardless, backups are a good idea, so it’s worth knowing how to implement them. Backing up your emails on a regular basis also makes sure you won’t be losing data in the case of a major problem, though since Outlook is typically managed centrally on a server infrastructure, your IT staff should ideally have full-server backups in place and won’t have to rely on what you keep yourself. Email backups allow you to keep your inbox clean and your folders sparse, while still making sure you have older data to dig out if you need it for one reason or another. You still have them around, it just takes a bit more effort to access.īackups are generally a good idea in a lot of situations. In these cases, what you can do is back up your emails and then remove them from your current archive. You might actually need a lot of old messages. You might have rules regarding data retention that require you to keep more emails around. Of course, sometimes you can’t actually do this. You can also do broad-level pruning operations, like deleting every email attachment to trim down size significantly. Even if there’s some long-shot chance that you might need an email later, it still might be worth deleting. If it’s old and you don’t need it, get rid of it. Now, one of the simplest answers to this problem is just deleting old messages. You hear time and again about caps on PST files, lagging network shares, and all manner of other issues relating to archived emails. One such flaw is the large size that many corporate email archives tend to reach. Outlook is a hugely popular email platform for a reason, but it is not without its flaws.