Backing up your data more frequently than “never” is essential because disasters do happen and normally at the busiest time of the month.
Outlook emails (as well as calendars, contacts, tasks, and notes) are stored within the Outlook Data File (.PST) file, some other files and settings such as account settings, signatures, templates, custom forms are stored in separate files. Therefore, make sure to back up these files as well.
How to backup Outlook 2013 and Outlook 2016
To backup emails in Outlook 2013 and 2016, perform the following steps.
- Open your Outlook, and click File > Open & Export > Import/Export.
- The Import and Export Wizard will start up, you select Export to a file, and click Next.
- Select Outlook Data File (.PST), and click Next.
- Select the email account that you want to back up, and make sure the “Include subfolders” box is selected. This will export the contents of all folders, including mail folders (Inbox, Outbox, Drafts, etc.), Contacts, Calendar, Tasks, Notes, and Journal.
- If you are exporting to an existing .PST file, choose the desired option for duplicate items. The default Replace duplicates with items exported works fine in most cases.
Note. If you’ve previously exported your Outlook data, the previous folder and file name will appear. To prevent overwriting the previous backup, be sure to type a different file name before clicking OK
Back up Outlook rules
All Message rules are stored in a .PST file. So, copying a .PST file makes a backup of the rules, and the correct migration of the backup to a new profile restores the rules. The only adjustment that you will have to make is to remap the “Move to folder” and “Copy to folder” rules.
To do this, open Outlook, click Manage Rules and Alerts, select the rule, click the folder name in the bottom pane, and click OK to confirm the folder.
Back up Outlook signatures, templates, custom forms and settings
Apart from Outlook emails, you may want to back up other items and settings. Here is a list of places where Outlook 2013 and Outlook 2016 store them.
Signatures (.rtf, .txt, .htm)
C:\Users\<username>\AppData\Roaming\Microsoft\Signatures
C:\Documents and Settings\user\Application Data\Microsoft\Signatures
Stationery (.htm) – Outlook theme
C:\Program Files\Common Files\Microsoft Shared\Stationery
C:\Program Files (x86)\Common Files\ Microsoft Shared\Stationery
C:\Program Files\Common Files\Microsoft Shared\Stationery
Outlook Templates (.oft)
C:\Users\<username>\AppData\Roaming\Microsoft\Templates
C:\Documents and Settings\user\Application Data\Microsoft\Templates
Navigation Pane settings (.xml)
C:\Users\<username>\AppData\Roaming\Outlook\profile name.xml
C:\Documents and Settings\user\Application Data\Microsoft\Outlook\profile name.xml
Custom forms
C:\Users\<username>\AppData\Local\Microsoft\Forms
C:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Forms
Note. Be sure to close your Outlook before copying any of the above files.
A Final Word
Backing up your data more frequently than “never” is essential because disasters do happen and normally at the busiest time of the month. If you need any help with an Outlook problem, contact ABACON IT and one of our experienced team members will help you.
For more information contact the author, Ryan Danvers at 072 601 2858 or email him at ryan.danvers@abacon.co.za
Windows 11 Upgrade - Will it work on your lapop?
So, you’re wondering about Windows 11, the latest version of Microsoft’s operating system. It looks snazzy and has some neat features. But can your current laptop actually run it? Don’t worry, you don’t need a degree in IT to figure this out! We at abacon IT in Cape Town are here to help you understand the basics.
Upgrading your laptop to Windows 11 can give it a new lease on life. However, Windows 11 has certain system requirements. These are the minimum specifications your laptop needs to have to run the software smoothly. Think of it like needing the right ingredients for a recipe – without them, it just won’t work properly.
One of the most important parts is your laptop’s processor, often called the CPU (Central Processing Unit). This is the “brain” of your computer. Windows 11 needs a fairly recent and capable CPU to function well.
Which Processors Work with Windows 11?
Here’s a simplified look at the processors that are generally compatible:
Intel Processors:
- Generally, Windows 11 requires an 8th-generation Intel Core processor or newer. You might see names like “Intel Core i5-8xxx” or “Intel Core i7-11xxx.” The first number after the “i” (or “i3”) usually indicates the generation. So, an “i5-8250u” is an 8th-generation processor.
- Intel also has its Pentium and Celeron processors. For Windows 11, only certain newer models are compatible.
AMD Processors:
- For AMD, Windows 11 requires Ryzen 2000 Series and newer. You’ll see names like “AMD Ryzen 5 2xxx” or “AMD Ryzen 7 5xxx”. Again, the first number after “Ryzen” indicates the series.
- AMD also has Athlon processors. Similar to Intel’s Pentium and Celeron, only specific newer Athlon models will work with Windows 11.
Important Note: This is a general guideline. There can be exceptions, so it’s always best to double-check your specific processor.
How to Find Out Which Processor Your Laptop Has
Don’t fret, Windows makes it pretty easy to see what CPU is inside your laptop:
- Right-click the Start Button: This is the Windows logo (usually in the bottom-left corner of your screen).
- Select “System”: A new window will pop up with information about your computer.
- Look for “Processor”: You’ll find this listed under the “Device specifications” section. It will tell you the name of your processor, including the manufacturer (Intel or AMD) and the model number, which usually indicates the generation or series.
Once you have this information, you can compare it to the general lists above.
Other Important Bits for Windows 11
Besides the processor, there are a few other things Windows 11 needs:
- RAM (Random Access Memory): Consider this your laptop’s short-term memory. Windows 11 requires at least 4 gigabytes (GB) of RAM. More is always better for smoother performance. Instead, consider 16 gigabytes (GB).
- Storage: To install Windows 11, you’ll need at least 64 GB of free space on your hard drive or SSD (Solid-State Drive). An SSD generally makes your computer much faster.
- TPM 2.0 (Trusted Platform Module): This is a security feature. Most modern laptops have this, but it’s worth checking. You can usually find information on how to check for TPM 2.0 in your laptop’s BIOS settings (you might need to consult your laptop manufacturer’s website for instructions on accessing this).
- Graphics Card: Your graphics card needs to be compatible with DirectX 12 or later with a WDDM 2.0 driver. Most reasonably recent graphics cards will meet this requirement.
- Display: You’ll need a screen with a resolution of at least 720p (HD).
Still Not Sure? We Can Help!
Figuring out all these technical details can be daunting. If you’re still unsure whether your laptop is ready for Windows 11, don’t hesitate to get in touch with us at abacon IT in Cape Town.
Our friendly team can quickly assess your system and give you straightforward advice. We’re here to help your SME thrive with reliable IT solutions! Contact us at 072-601-2858 or email info@abacon.co.za, and we will call you back.
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