How to Backup Microsoft Outlook Mail
Microsoft Outlook is one of the best programs available for managing email and your daily tasks, which is why it has such a loyal following of customers that have been using the program for many years. Some users have been using the software since Outlook was first included in Microsoft Office many years ago. There are a few alternative programs available on the market that offer similar functions to Outlook, but the truth is, none of them offer as much functionality and quality as Microsoft Outlook does. While Outlook is a great program, it is no different than any other program and should be backed up so you do not lose important files.
It is actually surprising how many users do not actually take the time to backup Microsoft Outlook mail and simply delete all of their email that is more than a few weeks old. While having a clean inbox and not dealing with the thought of how to handle several hundred emails might give them a certain peace of mind, it is really not the smartest thing to do. There are several good reasons to backup Microsoft Outlook mail and the most of the time running a backup can be automated requiring very little effort from the user.
Many Good Reasons to Backup Microsoft Outlook Mail
Personal Files and System Files
Outlook provides very good quality, but it can be a bit sensitive in certain situations and has been known to have fatal errors once in a while. Sometimes, it can be difficult to understand the exact file structure of Outlook and know where exactly your email and personal files are and where the files that operate the core of the Outlook software are located. Therefore, it is better to be safe than sorry and simply backup the entire program. That way you know for sure that you have all of the system files that are needed and all of your personal files. Fatal software problems always have a way of happening at the very least convenient time, so you never know when you might need those files.
Deleting Files is Unnecessary
Being organized and not keeping junk files laying around taking up valuable space is always a good idea. However, most users delete far too many files and emails without thinking about it all that much. If you think back over the last few years, chances are you probably have had about 80% of the important information in your life touch your email in one way or another. Important client contact information, receipts, financial information, phone numbers and anything else you can think of, you can probably find in your email somewhere. With the free and very inexpensive options that are available to backup Microsoft Outlook mail, there is just no reason to delete files. If you are a little careful you can get almost unlimited storage space at almost no cost. Additionally, it takes a lot of time to go through all your email and decide which ones should be delete and saved. If you receive any volume of email at all it is very likely you will end up deleting emails that do have value. That is unless you are going to spend several days sifting through each email one-by-one.
Important Clients or Networking Opportunities
In this day and age, the economy seems to be moving through cycles faster than ever before. It is very important to take advantage of each opportunity you have to network, as you never know when you may need help down the road. It might be a year from now or five years from now, but you might suddenly realize that someone you briefly spoke with is an ideal candidate for a particular opportunity or perhaps they may be able to offer you an opportunity. By backing up your Outlook mail you will ensure that old contacts and networking opportunities are not lost forever, even if you forgot about them. Small things can sometimes trigger your memory and help you remember that someone could be important in the future.
Taxes, Regulations and Audits
Unfortunately, tax systems, regulations and even sometimes the audits involved with those have become extremely complicated. Most people have to follow certain regulations as a part of their employment and all of us have to worry about properly filing taxes each year. If the agencies that deal with these issues decide they need to look at your situation or business a bit closer, then you may need to provide documentation. Most of us have a large number of items and information in our email that can provide written documentation for purchases, contributions and even offer support for what actions we took in certain situations.
While we all hope we never have to face an audit, it can happen. If you backup Microsoft Outlook mail, then that may help you ultimately find old information that is need several years after the fact. Outlook is a great program for email and many other things. However, when it comes to backing up your information and making sure you can safely access important personal and system files, Outlook can’t do much to help you. It is up to you to ensure you have a reliable back method and that the backup process is done on a regular basis.
If you are having problems with Outlook and unsure about which backup method to use then maybe we can help solve the issues. We offer an affordable and reliable remote computer support service that is designed specifically for individuals that need quality technical help. Our technicians are trained in a wide variety of computer repair problems and always take the extra time to ensure you understand everything before we start making any suggestions.