Outlook 365 on PC desktop not working

Sigurd · May 4, 2024

The Outlook version we have is the paid for Office 365 which includes Outlook. Hopefullly that plus title makes it clear which of the many versions of Outlook I have!
I want to backup my Inbox and other folders to my hard disk. So I select File - Open & Export - Import Export
The Export to a file
File type - Outlook data file (PST)
Select file to export and tick Include sub-folders
Give file a name and destination folder on my PC
Replace duplicates with items exported
Finish ........... and off it goes.

Problem - I now want to check that file contains the backup file so again File - Open & Export - Open Outlook data file and find PST file I have just created.
A new option appears in the Outlook box that lists open PST files - the default one and now a new one called Outlook Data file - presumably the one I have just created as a backup.
But when I click on it and select the backed up folder it's empty - just a message saying We didn't find anything to show here.

Antspants if you are around - when I was researching for an answer I found a post by you last year where you mention a possible alternative backup option Hoffman Tom. The link led to a list of files but I wasn't sure where to go from there.

antspants · May 4, 2024

Sigurd said:
Antspants if you are around - when I was researching for an answer I found a post by you last year where you mention a possible alternative backup option Hoffman Tom. The link led to a list of files but I wasn't sure where to go from there.

Yes Ian mate. Brilliant plugin and I believe it will also work with Microsoft 365 (Outlook) But it’s the only version of Outlook that I haven’t tried.

Still, it should work I believe.

Help me change Outlook from IMAP to POP

Have you made any progress on this? Dave, if you would rather reinstall Outlook and use the OLD PST file. Scroll down to Outlook – Microsoft 365 subscription in the following link. (Because you’re using Office 2021 yes?) Please note before you start the instructions: Outlook PST files are...

www.elevenforum.com

antspants · May 4, 2024

Sigurd

Once downloaded and installed. Open Outlook.
On the top where file etc is, you will see as new entry “Backup”
Click on that and your Options will open
At the top you choose the PST you want backed up (I have never tried backing up OST so I cant advise you)
Set the backup interval to 0 so that it backs up everytime you close Outlook. Or, set it at 1 or two etc for days. (It overwrites the backup file)
On the prefix or suffix add an extra name or something to distinguish the PST, perhaps “Backup_”?
Tell it where to save the backup to.
Tell it to wait 5 or 6 seconds after the closing of Outlook before it starts to backup

I am going to my PC is a minute to confirm I haven’t forgotten anything and to add an image.

Sigurd · May 4, 2024

A bit different getting to it but when I got it and tried to install got this

To run or not to run, that is the question!

antspants · May 4, 2024

Sigurd said:
A bit different getting to it but when I got it and tried to install got this
View attachment 95262

To run or not to run, that is the question!

That's pretty standard. Just run anyway.

A) Trust that I use it. Or
B) Trust that it's on Github. A highly monitored depository for Opensource scripts/apps as used by many here.

As per instructions above.

Sigurd · May 4, 2024

I don't think it will work with OST files. I got as far as showing the screen above but no Outlook files were shown. I assume it is looking for PST files not OST ones. So the box remains blank and there does not seem to be any way of telling it where the OST file is. And then when I closed Outlook it started but not surprisingly failed with an error - no file found.

Try3 · May 4, 2024

Sigurd said:
Select file to export and tick Include sub-folders

Ian,

The procedure you used ought to have done what you wanted. It works in my Outlook [MSOffice Pro Plus 2021] which is currently the same version as your 365 version.
The line I've quoted is the one that I think is most likely to have been the one in which a mistake was made.

Denis

Try3 · May 4, 2024

Ian,

You can check the datafile you have opened by right-clicking on it in Outlook's Navigation pane,
selecting Data file properties,
selecting Advanced.

Outlook, Navigation pane, Data file properties, Advanced.png

Denis

Sigurd · May 4, 2024

This is what I see. Nothing in the file selection box and I can't enter anything into it. And Dennis, as you say you can see the file path but no way of entering it into the box that I can see .

Try3 · May 4, 2024

Sigurd said:
And Dennis, as you say you can see the file path but no way of entering it into the box that I can see

It's checking the properties of the file you already have open [not trying to select another one].

The entry it shows you should confirm that you have opened the file you intended to open [or not].

Denis

Try3 · May 4, 2024

In order to make things easier later on, you can
1 rename the datafile in that Advanced dialog
so
2 it displays a different name in the Outlook Navigation pane.

So this

Outlook, Navigation pane, Data file properties, Advanced - rename.png

becomes this

Outlook, Navigation pane, Data file properties, Advanced - renamed.png

Changing the name it displays inside Outlook can avoid misunderstandings.
This just alters the displayed name in Outlook. It does not alter the filename or path.

Denis

Try3 · May 4, 2024

Sigurd said:
I want to backup ...

You could also choose to wait until you have closed Outlook and then just make a copy of the Pst file within File explorer. It's what I do.
Do check that the Outlook icon has disappeared from the SysTray before doing the copying i.e. do check that Outlook really is closed.

Denis

Sigurd · May 4, 2024

Sorry - I'm getting lost here, Either I have confused your or I am confused.
I am going to sleep on it. Bad night's sleep last night and I feel like going to bed - and it's only just after 5.00 pm!

antspants · May 4, 2024

Sigurd said:
Sorry - I'm getting lost here

I know what you’re talking about. Read the following mate.

antspants said:

. I was of the understanding you had already switched to PST.
. That window you have shown doesn’t show the “OST” files because they are stored somewhere else.
. I don’t know why, mine shows some OST files behind where I have blacked it out and yours doesnt.

I believe it is because mine are stored in Documents\Outlook Files\. Where Outlook stores my PST files, I must of changed it in Outlook at some point.

Ordinarily in Windows 11, OST files are stored in drive:\Users\user\AppData\Local\Microsoft\Outlook

. I am unaware how to get that backup software to search a different location. Perhaps it’s an O365 issue?
. Ian, as I mentioned, I have Zero experience with IMAP / OST files. I have never backed them up as I favour POP3 / PST

QUESTIONS:

- Is it your intention to swap from IMAP to POP3?
- Do you have an OLD PST file backed up anywhere? If not are there any in your Documents\Outlook Files\ folder? I recall you possibly saying that at one stage you used POP3/PST?

Sigurd · May 5, 2024

I do intend to switch over to a POP account. I have no need to be able to access emails from wherever I am . From this experience I feel that a POP account gives me more control. I did have a POP3/PST account. I can't recall why I switched.
I do have a couple of OST backups but as you can't open them via "Open an Outlook data file" I am not sure what the point of them is.
Edit - Incidentally I tried moving a copy to the folder where the add on backup app looked but that didn't work either.

Try3 · May 5, 2024

Sigurd said:
I want to backup my Inbox and other folders to my hard disk

Are these items currently in an ost or a pst file?

Denis

antspants · May 5, 2024

Sigurd said:
I do intend to switch over to a POP account. I have no need to be able to access emails from wherever I am . From this experience I feel that a POP account gives me more control. I did have a POP3/PST account. I can't recall why I switched.
I do have a couple of OST backups but as you can't open them via "Open an Outlook data file" I am not sure what the point of them is.
Edit - Incidentally I tried moving a copy to the folder where the add on backup app looked but that didn't work either.

I’ll message you later about it, I have friends over for dinner.

Sigurd · May 5, 2024

OST I assume.
Antspants - enjoy your dinner party. Barbie in the sunshine?

Sigurd · May 5, 2024

In the meantime the live stream of services at he Priory is not working. Guess who gets called for that! Anyway, not as bad as night calls used to be.

antspants · May 5, 2024

Sigurd said:
OST I assume.
Antspants - enjoy your dinner party. Barbie in the sunshine?

Thanks, Ian. Not today, dark out, semi chilly night. I pickled a Corned Beef and placed it in the slow cooker all day. Made my special Mustard Sauce, cabbage, mash. It was requested.