If you’re switching your emails and server onto a Web Marketing Angels Dedicated Server Hosting, or if you need to free up some space on the server, you’ll need to know how to do an email backup so that you lose any information that you may need to keep for future reference.
What you’ll to need to start is your email addresses and passwords, your preferred computer and an internet connected.
First, we’ll need to create copies of your emails.
One of the most user friendly ways to do this is to just forward them on to a gmail account. You can create free gmail accounts just by using a smartphone, and it’s also good business practice to have your business name as a gmail email address. For example, firstname.lastname@example.org ensures that you have control over that email address and stops competitors or other businesses from using that address.
Gmail accounts are free and can accessedfrom pretty much any type of computer or mobile phone.
If you find yourself a bit savvier, you can backup your emails using an email client suuch as Outlook. These instructions are specific to Outlook 365, Outlook 2016 & Outlook 2013. Read on to see more email clients.
Export and Backup Email in Outlook
Step 1. First of all, open your Outlook program and Select File > Open & Export > Import/Export
Step 2. Select “Export to a file”, and click on “Next”
Step 3. Select “Outlook Data File (.pst)” and click on “Next”
Step 4. Select the mail folder/s you want to back up then click on “Next”
Step 5. Choose where you’d like to save your backup file, and then select “Finish”
Optional, if you want to ensure that no body else can access your email backup, enter and confirm a password
To Import your emails back into Outlook,
Step 1. Select File > Open & Export > Import/Export
Step 2. Select “Import from another program or file”, and then click “Next”
Step 3. Select “Outlook Data File (.pst)” and click “Next”
Step 4. Browse to the .pst file you want to import. Under “Options”, choose how you want to deal with emails and contacts, then choose “Next”.
Step 5. If a password was assigned to the Outlook Data File (.pst), enter the password, and then click OK.
Step 6. If you’re importing the contents of your .pst file into your Office 365 mailbox, choose that mailbox here.
If you’re NOT importing into your Office 365 mailbox, choose “Import items into the current folder”. This imports the data into the folder currently selected.
Step 7. Choose “Finish. Outlook starts importing the contents of your .pst file immediately. When the progress box disappears, the import is finished.
If you’re importing your .pst file to your Office 365 mailbox, you may see a message that it’s trying to connect with Office 365. This happens when the Internet connection is interrupted, even for a moment. Once your Internet connection is re-established, Outlook will continue importing the .pst file.
For more information about Email Backup in Outlook, read here
If you’re using Apple Mail, follow these steps to backup your email,
- Go to Finder
- Press and hold the option key while you click on the Go menu
- Select Library
- You can let go of the option key now
- Within the Library folder you’ll see a folder called Mail
- Copy this folder (just right-click on the folder and select Copy “Mail”, or press command+C)
- Navigate to where you want to save your backup (obviously another drive!)
- Now you can paste a copy (e.g. by pressing command+V)
You’ve now made a copy of all of your mail data.
For more info on mail backup for Mac, read here
If you’re transferring servers onto our Web Marketing Angels Dedicated Servers, wait for the all clear from our team and then just import the files back using your email information (passwords etc) and you should be good to go!
If you’re leaving all the emails in a gmail address, we’ll send you your new email information when it’s ready to go!
If you need more assistance on How to Backup Email, please contact us.