Copy Outlook E-mail Messages - Copy All E-mails Using PST File Copy
The above section talked about how to copy Outlook e-mail messages when a single e-mail message is involved. This section talks about copying all Outlook e-mail messages.
Note that for POP3 accounts, you need to back up e-mails from time to time because most of the e-mail service providers delete e-mails from their servers when Outlook or any other e-mail client fetches the message. You can change this behavior in Gmail and Yahoo by changing the settings to "Archive e-mail messages when they are accessed by Outlook". You need not bother about backups for IMAP folders as Outlook shows only the copy of folders on servers. This means that a copy of your e-mails stay on Server in relevant folders. When you delete an e-mail message from Inbox of IMAP account, it is moved to Trash folder on the Server. However, you need to keep in mind that most e-mail service providers remove items from Trash folder after certain period of time. To override this, you can create another folder on the e-mail server and move the e-mails to that folder instead of deleting it. That is, when you do not want the read e-mail to stay in the inbox but want to preserve the e-mail.
Similarly, in Outlook too, for POP3 accounts, you can create folders and move e-mails to those folders instead of deleting the e-mails.
To copy all Outlook e-mail messages in a POP3 account, simple right click on the account and select Data File Properties.
Click on Advanced. A new window opens that shows you the location of the PST file against Filename. The PST file contains all the e-mails in different folders of your POP3 account. Copy the path (excluding the filename) and paste it in Windows Explorer address bar. For example, if it shows G:\2007\Outlook.pst, copy only G:\2007 and leave Outlook.pst.
The folder containing the PST files opens. You can now copy the PST file(s) and paste them to a safe location. You can later add this PST file to Microsoft Outlook to view the e-mails.
To add the PST file to Microsoft Outlook, open Account Settings window. Go to the Data Files tab and click on Add. Browse to the location of the PST file, select it and click Open.
Tip: You can also use the export option to copy Outlook e-mail messages. Just select the data file or folder that you wish to export and make sure you select .PST file type so that you can add it to Outlook later.