Create Backup

To create a backup:

create Outlook Backup - start screen

Have you opened the Lookeen Backup Manager and closed Outlook? Let’s get started then! On the start screen, select ‘save data’. An assistant that will guide you through the different settings opens automatically.





data backup - choose a profile1. Choose a Profile

The Outlook backup software reads all profiles that have been created in Outlook, and lists them in a selection.

Select the Outlook profile, the data you want to save.

The destination of the Outlook backup is normally the backup folder which is deposited in the settings. You can also specify a different folder. Non-existing folders are created automatically.


The comment box is for you to deposit information and is shown especially while input a backup.

Would you like to protect the backup file from unauthorized access, you can specify a corresponding password.

Attention: Don’t forget the password. If you forget this, you are no longer able to produce the applied backup. It is therefore advisable that you write down the password.


outlook backup - select data file

2. Select data file

The data files used in the Outlook profile are listed and can be individually selected for backup from you. The sizes of the data files are shown in parentheses.

With the data files that are displayed in Outlook as a personal folder, you automatically back up the e-mails, including attachments, contacts, appointments, notes, tasks and journal, and from Outlook XP, the filter rules, custom views , forms and fields.


With the chosen option, “include existing Exchange Offline Folders Files (*. ost)” you save any existing Exchange Offline files.


outlook data backup - select outlook settings3. Select Outlook elements

You decide which elements you want to back up. Aside from e-mail accounts, conveyance settings and your user dictionary, you can even back up your printer and site settings, as well as your RSS-Feeds.

E-mail Accounts
Stored information for sending and receiving e-mails can be included through the Outlook menu item TOOLS – ACCOUNTS in the Outlook backup.

Rules & Alerts (separately only in Outlook 2000)
Rules for automatic sorting of incoming e-mails which are set on the Outlook menu: TOOLS – RULES ASSISTANT or TOOLS – RULES AND NOTIFICATIONS can also be included in the backup. This option is not selectable from Outlook XP, because these settings are saved from this version of Outlook in the data file.

Signatures incl. embedded Graphics and vCards
All-scale signatures for signing the e-mails in rtf, txt and htm are also included in the backup. If graphics are integrated, they will be read, copied to a central folder, and the signature will be adjusted accordingly. This ensures that all embedded graphics and business cards (vCard) can be secured and transmitted.

Outlook Today – Welcome Page
When Outlook starts a page with information about the calendar, pending tasks, and the unread messages will appear. You can change this page and save the changes.

Personal Address Books (*.pab) (only available until Outlook 2003)
To store the addresses no longer in the Outlook folder “Contacts” you can add a new personal address book on the menu item TOOLS – E-MAIL-ACCOUNTS. With this option the address book is included in the backup.

Customized Outlook Tool Bar & Navigation Bar
This allows you to save all shortcuts and settings which you can find in the top tool bar of Outlook.

Shortcuts on the Outlook Tool Bar (only available in Outlook 2000)
Shortcuts which you have created to various parts of the program, forms, etc. are also backed up if desired. From the version Outlook 2002 these shortcuts are no longer available.

Defined Contact Categories
The categories to classify contacts and appointments in Outlook can be expanded to include own information. Exactly this information can be secured with this option. From the version Outlook 2007 these are stored in the data file.

Print and Page Settings
Different printers have different print results. Therefore correct setting data are important. Once set, they should also be available later. Because of that you can add this setting to the selection of the Outlook backup.

Nicknames for AutoResolution & AutoComplete
You can enter codes into the AN-field of a message and Outlook will automatically replace it with the corresponding entry in the Contact folder. With this option you can save the appropriate setting.

Outlook Quick Parts (from Outlook 2007)
If you need to send many e-mails with always the same content you can define Quick Parts which can be secured hereby.

Macros & VBA Programs
Herewith you save self-defined macros and Visual Basic programs you have created on the menu item TOOLS – MACRO.

RSS-Feeds in Outlook (from Outlook 2007)
From Outlook 2007 you have the possibility to subscribe news with RSS-Feeds. With this option you can save the subscription.

Custom Dictionaries
Before sending an email you can add your own terms in the spell checker. You can include this collection in the Outlook backup.


Lookeen Backup Manager - select options4. Backup Outlook options? No problem with the Lookeen Backup Manager

In Outlook, you can use the menu TOOLS – OPTIONS or from Outlook 2010 the menu FILES – OPTIONS to make various adjustments to the appearance or use of Microsoft Outlook. You can also save and restore these settings individually.

With the buttons ALL and NONE you can select or deselect all options with one click.

General Program Settings
Various program settings are stored in various branches of the Windows registry. This option allows you to secure these important registry entries.

E-Mail Options
Here you will find the settings for message handling and the settings for replying and forwarding e-mails.

Calendar and Scheduling Options
Stores the settings of the working week in the calendar as well as meeting planners and group schedule.

Task Options
This concerns, for example, the color definitions for overdue and completed tasks.

Contact Options
This will determine, for example, the name order when viewing the contacts.

Journal Options
These are changes that affect the Journal.

Note Options
Stores the definition of color and font settings for the deposited notes.

Search Options
With this option you save the settings for the indexing and search operations.

Trust Center
The security settings that can be saved with this option are defined in the Outlook menu TOOLS – TRUST CENTER. From Outlook 2010 you define these settings under FILE – OPTIONS => TRUST CENTER => TRUST CENTER SETTINGS.

Profile-dependent Junk E-mail Settings
For each Outlook profile and even from Outlook 2010 for each defined mail account you are able to set the Junk E-mail Options. This includes, among other things, the lists of blocked and safe senders. These key definitions can include this option in the backup.


outlook backup - select addition options5. Back up Business Contact Manager, Office and Browser files.

If you want to, you can use the Lookeen Backup Manager to save your Browser files, like Favorites or safety settings.

With the buttons ALL and NONE you can select or deselect all options with one click.

Business Contact Manager (BCM)
From Outlook 2003, Microsoft offers an option on the Business Contact Manager to manage business relationships and sales opportunities. If you use Outlook for this extension, you can secure the appropriate databases with Lookeen Backup Manager. With the firm/service license it is also possible to back up the BCM 2007 and 2010 databases.

Office AutoCorrect List and Settings
Stores the Office – and therefore Outlook – used auto-correct lists and settings for the toolbar and menus.

Office Quick Style Sets (since Outlook 2007)
Style sets can be used to create personalized, professional-looking e-mail messages. Thus you can use, for example, different formats for business and personal e-mails.

Custom Forms
With this option you can save forms which are defined in Office and Outlook.

Office Quick Access Toolbar (Office 2007)
In Office 2007, the bars at the top left of each program of the Office family can be customized. These adjustments can be selected for backup.

Word Quick Parts (since Office 2007)
If you write a lot in Word, you can always define recurring content from Word 2007 as Quick Parts, which can be secured hereby.

OneNote Notebooks (since Office 2007)
Since Office 2007 the program OneNote exists, which allows you to create and manage notes in a central location. Since OneNote is linked directly with Outlook, the software also ensures the notebooks.

Internet Explorer Favorites
Mozilla Firefox Favorites
Opera Favorites, Addresses, Notes and Widgets
Apple Safari Favorites
Google Chrome Favorites

The Outlook backup software also ensures the favorites of the mentioned browsers. In addition, you are able to secure addresses stored in the Opera settings, notes and widgets (small add-on programs).

Internet Explorer Feeds & WebSlices (since IE8)
In IE, you can subscribe RSS feeds and Web Slices. Web Slices are small preview windows, which will provide you with information without having to visit the corresponding website. With this option you can save the stored settings.

Internet Explorer Security Zones
In IE, go to the menu TOOLS – INTERNET OPTIONS and use the tab SECURITY. There you can define the “trusted and restricted sites”. These settings can be copied into the backup.


backup software - select additional data6. Back up your “My Documents”

You can even back up your “My Documents” with the Outlook Backup Manager.

In this area you have the possibility to include any existing single folder including sub-folders and individual files in the Outlook backup. Note, however, that only files can be selected that are located under the folder MY DOCUMENTS or DOCUMENTS (from Vista).

With one click on FOLDER you can add a Windows folder to the list. It opens a selection window that offers you the choice from the system folder MY DOCUMENTS or DOCUMENTS (from Vista).

You can select individual files via the button. Again, only files from the system folder MY DOCUMENTS or DOCUMENTS (from Vista) are allowed.

To delete an entry, highlight it and click the REMOVE button or press the Delete key. The entry will be removed without prompting from the list.

With the option MEMORIZE SELECTION FOR NEXT DATA BACKUP you can save the selection. The next time you make a backup the list appears automatically as pre-selection.


create backup - finish selectionoutlook backup manager - Backup successful 7. End the Assistant

The selection of data to back up is complete. The profile which is saved will be displayed again.

Data backup

Start creating the Outlook backup with FINISH.

A status and progress display and a corresponding icon in front of the secured option gives you information about the progress of the backup.

After the backup is created, you can EXIT the wizard or with REPORT you can retrieve information about the backed up data.


The report shows you in detail which data have been included in the backup.

About the PRINT button you can print the report with the default printer.

Leave the Outlook backup with one click on CLOSE.

The newly created backup file can be found in the specified folder in the first dialog. The file name consists of the name of the saved profile, and the date and time of the backup. The file extension is *. lbm (Lookeen Backup Manager).