How to Safely Export Outlook Emails When Changing Jobs
Transitioning to a new job is an exciting yet daunting period. Ensuring you don't lose important emails while making this transition involves a few key steps. One of the most crucial steps is exporting your Outlook emails to a safe and accessible location. This guide will walk you through the process and provide tips for ensuring your email data is secure and easily accessible.
Why Exporting Emails is Important
When changing jobs, you may need to leave behind a significant amount of work-related emails. These could range from project-related communications to company updates, contracts, and client correspondence. Failing to save these emails could result in missing important information, potential legal issues, and overall disorganization. Therefore, exporting your Outlook emails is a wise decision to make a smooth transition.
Step-by-Step Guide to Exporting Outlook Emails
To export your Outlook emails, follow these detailed steps:
1. Launch Microsoft Outlook
Open your Microsoft Outlook application. Make sure to sign in with your appropriate work account if the software is shared.
2. Navigate to the Export Option
In the File menu, select 'Open Export'. This option might be available under 'Tools' depending on your Outlook version.
3. Choose the Export Method
From the 'Open Export' window, select 'Export to a file'. Then click 'Next' to proceed.
4. Select the Mail Folder
Choose which of your mail folders you want to back up. For the most comprehensive backup, select 'Mail' and proceed to the next step. You can select specific folders later if required.
5. Choose Export Format
Select 'Outlook Data File (*.ost or *.pst)' as the format. .PST files offer better compatibility and are more commonly supported.
6. Specify the Save Location
Choose a location on your hard drive or a network drive to save your file. Make sure to choose a location that is accessible and is backed up regularly.
7. Complete the Export Process
Once you have selected the destination and have named your file, click 'Finish'. Outlook will then begin the export process, saving your emails in the selected format.
Security and Accessibility Tips
Once your emails are exported, ensure you take further steps to protect and organize them:
1. Password Protect the File
Before transferring the file to a new job or storing it in the cloud, consider password protecting the file. This can be done using built-in Windows functions or external software.
2. Save Multiple Copies
To avoid potential risks such as physical hard drive failure or accidental deletion, save multiple copies of your email export. You can keep one copy with you, and another in a secure, off-site location if possible.
3. Regularly Update Your Backup
As you continue to use Outlook, remember to periodically export new or updated emails. This will help you maintain a continuously up-to-date copy of your work data.
4. Use Cloud Storage for Accessibility
For easy access, consider uploading your exported emails to a cloud storage service like Google Drive, Dropbox, or OneDrive. Make sure these services are set up with appropriate security measures and can be accessed from your new job.
Frequently Asked Questions (FAQs)
Can I use a ZIP file instead of a PST file?
Technically, you can use a ZIP file to save your emails. However, PST files are more commonly used and offer better compatibility with Outlook. If you need to share the file with another program, a ZIP file may be a suitable alternative. Just ensure the recipient has the necessary software to open and extract the file.
What should I do if I lose the export file?
If you lose the exported file, you may need to re-export them. Ensure you have multiple copies stored in different locations, and consider using cloud storage to increase accessibility and redundancy.
Are there any legal considerations when exporting emails?
Yes, certain emails may be subject to legal hold or retention policies. Consult with your HR department or a legal advisor to ensure you are complying with all company policies and legal requirements.
By following these steps and tips, you can safely export and back up your Outlook emails when changing jobs, ensuring you don't lose important information and maintain organizational efficiency.