How to backup pst file when outlook open

Hi Dear all:

i use windoes 7 pro,
i want back up my pst file, i have 5 pst file in whole outlook folder, each one about 2GB,
the incoming mail will going to one pst only.

first,
i use windows 7 back up,
first time back up is full back, 10GB. 
second time back up, it back up the Pst file that i am using,
it back up 2GB again.
so total is 12GB.
i run third time back up,
it keep back up the pst file again, now total is 14GB

i am sure my incoming mail only 20MB a day, but windows 7 backup
only keep back up the whole pst file in outlook folder.

it waste a lot HDD space.

SECOND,
i decide use  batch file, copy and paste method, 
but it have a big problem,
The outlook must shut down before running batch file,
each time, i need wait more than 20 minute.
i using laptop for working. 

i want to know how i can running back up batch file without close the outlook,
because windows xp can run back up when running the outlook.

Thanks


 


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Backing up Outlook pst files when Outlook is still open, regardless of program being used, is an invitation for problems especially if it's also going to an external drive. You may never find out about any existing problems until you try and use the backed up file at which point - will be too late.

 

Might suggest that you shut down Outlook at the end of your day and configure an automated backup during the most likely downtime

 

 

Karl Timmermans [Outlook MVP 2012-2018]
http://www.contactgenie.info

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Hi Karl:

Thanks your answer.

The first time i use is
windows 7 backup, it can running backup while outlook opening.
However, it create backup by incremental way,
and never auto delete the old back up,
causing waster HDD space.

 
any alternative solution,
one click backup pst file 
when outlook running, 
but auto delete old backup,
and overwrite old backup?
 
(same like windows xp  NTbackup software)

i really need help. 

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You could try something like the script at the following link, which would handle closing Outlook and backing up your PST files for you...

http://www.intelliadmin.com/index.php/2011/04/backup-outlook-from-the-command-line/

You would want to add a line to re-start Outlook at the end of the script.

As far as I know, there is no way to close a PST file via the command line, so Outlook has to be closed for the backup to be successful.

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The reply from <J Brooks> is certainly a viable option from all appearances. His premise is correct in that Outlook must be closed which in turn results in a "closed" PST file. However, to stress one point, whether you have a backup that will copy an "open file" or not - would strongly suggest against it especially when it comes to PST files - you have no way of controlling whether or not a send/receive process kicks in during a backup process or where in the cycle any kind of "shadow copy" is initiated.

Am probably not the best person to suggest a single backup method since several methods are used internally for automated backups both at the system level and file level for key systems. The frequency and approach used for those backups depends solely on the importance of individual systems.

For general personal use, am not a fan of "incremental backups" since in 99.99% of the cases, there is always an acceptable down time or at the very least "a very quiet time" where being operational on a 24x7 simply isn't required - ergo, the value in scheduled backups during those periods. Unless the size of the backup is "extremely large" - then usually there is always time to during the "dead periods" to do a full backup that allows you to over-write existing files or maintain a "generational" backup system. Where critical data is involved (of which Outlook is usually included as such) - always safer to <not> rely on just the "last backup" in the event that an error has occurred. Few people ever check their backup processes to see if in fact they can recover in the case of an emergency.

There are endless commercial backup programs available, each having their own supporters (and detractors). Personally, I like Acronis True Image which is used on all internal systems for complete system image backups (http://www.acronis,com) done at a miniumum of once a week. To compliment that, also use different "sync" style backup programs for different purposes but you could use Acronis True Image for both image and file backup purposes. Do a search for "backup programs" to find ones that are best suited to you.

This is already an over-extended response but too many people focus purely on a single thing (i.e. backing up Outlook files) without regard to other things like how the whole process will be used in the case of an emergency not thinking of how long it may take them to recover from a complete catastrophic event which includes answers to simple questions like

1) how long will it take to recover to a working environment?
2) how important is "recovery down time" in terms of impact on your operational environment? (importance = hard and soft $$$ costs, lost opportunity costs etc)
3) what is the impact if data files are completely lost? (either no backup or a faulty backup) how do you recover if that were to occurr
............there is a long list of "checklist" question

In short, imagine a "worst case scenario" where everything is lost - what is it that you need at a minimal level to recover operationally and how fast? Once you know what you need/want to do - decide on the best way to achieve that goal (and make sure that whatever approach is implemented actually works).
Karl Timmermans [Outlook MVP 2012-2018]
http://www.contactgenie.info

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hi:

Thanks you answer!

but how to explain, windows xp ntbackup 
can run it while outlook turn on?

Why NTbackup is nice, but the end
Microsoft change to windows 7 backup?

Thanks
Toh

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Questions related to the Windows backup programs are not Outlook related. Any follow-up questions related to Windows backup should be posted in the appropriate Windows forum(s). The following articles provide some background to the Volume Shadow Copy service included here purely as a convenience.

 

What Is Volume Shadow Copy Service
http://technet.microsoft.com/en-us/library/cc757854(v=ws.10).aspx

 

Volume Shadow Copy Service (Windows)
http://msdn.microsoft.com/en-us/library/windows/desktop/bb968832(v=vs.85).aspx
 

As far as Outlook goes, making copies of an open PST file is not recommended. Doing so is prone to error(s) which may result in a completely unusable PST file so proceed accordingly.

Karl Timmermans [Outlook MVP 2012-2018]
http://www.contactgenie.info

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Questions related to the Windows backup programs are not Outlook related. Any follow-up questions related to Windows backup should be posted in the appropriate Windows forum(s). The following articles provide some background to the Volume Shadow Copy service included here purely as a convenience.

 

What Is Volume Shadow Copy Service
http://technet.microsoft.com/en-us/library/cc757854(v=ws.10).aspx

 

Volume Shadow Copy Service (Windows)
http://msdn.microsoft.com/en-us/library/windows/desktop/bb968832(v=vs.85).aspx
 

As far as Outlook goes, making copies of an open PST file is not recommended. Doing so is prone to error(s) which may result in a completely unusable PST file so proceed accordingly.

we are found the solution that 
we can 
BACKUP OUTLOOK WHILE
OUTLOOK.EXE OPENING
AND REWRITE OLD BACKUP

i show you this batch file:
@echo off
echo E-Mail Backupup automation created 21/Jan/2013
echo For Windows 7, Microsoft Outlook Only
echo Do Not Close this Black Screen, It will be closed automatically once the Backup is Done.
echo in Test Environment, 10GB was about 35mins to Backup. the calculated Transfer Speed is approx(5MB/sec)
echo 
echo if you encounter an warning message that says Disk Full. please do housekeep your e-mail.

:Create Shadow Copy
%UserProfile%\Win7MailBackup\SHADOWSCOPY.vbs

:List shadow copy and save it to text file
vssadmin list shadows > %UserProfile%\Win7MailBackup\ShadowList.txt

:Filter strings and save it to text  file
findstr HarddiskVolumeShadowCopy %UserProfile%\Win7MailBackup\ShadowList.txt > %UserProfile%\Win7MailBackup\workfile.txt

:reset variable incase
set Val=0

set content=
for /f "delims=" %%i in (%UserProfile%\Win7MailBackup\workfile.txt) do set content=%content% %%i

:Determine the ShadowCopy Running Number Max is 9999
IF %content:~-5,1%==y (set Val=%content:~-4%) ELSE IF %content:~-4,1%==y (set Val=%content:~-3%) ELSE IF %content:~-3,1%==y (set Val=%content:~-2%) ELSE IF %content:~-2,1%==y (set Val=%content:~-1%)

:Create Link to ShadowCopy Location for BatchFile access
mklink /d %UserProfile%\Win7MailBackup\SC%val% \\?\GLOBALROOT\Device\HarddiskVolumeShadowCopy%val%\\

:Execute Backup & Save Logfile
ROBOCOPY  "%UserProfile%\Win7MailBackup\SC%val%\Users\%USERNAME%\AppData\Local\Microsoft\Outlook" "Y:\Users\toh" /MIR /R:1 /W:5 /ETA /TEE /LOG+:%UserProfile%\Win7MailBackup\Backup.log

:Remove Link
rmdir %UserProfile%\Win7MailBackup\SC%val%

:Delete workfiles
del %UserProfile%\Win7MailBackup\ShadowList.txt
del %UserProfile%\Win7MailBackup\workfile.txt

This batch file is work. you can testing it if you want.
you may give me some advise.

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This batch file is work. you can testing it if you want.

you may give me some advise.

Not going to dispute nor test whether the process works or not since a single test under perfect conditions would prove absolutely nothing. Am old fashioned in a lot of my approaches to critical data which has served me well over the years. I tend to "err on the side of caution" so it's simply not an approach I would ever follow but others may disagree. It only takes one problem encountered at the wrong time - all else is irrelevant. For that very same reason, I also maintain more than one generation of any critical backup to minimize any data loss impact but everyone has their own preferences in that regard.

In any case, as mentioned earlier - this has absolutely nothing to do with Outlook and everything to do with Windows file management. 

Karl Timmermans [Outlook MVP 2012-2018]
http://www.contactgenie.info

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You cannot incrementally back up a pst, the pst is marked as modified as soon as it is opened in Outlook.

Any backup of a pst, that is open within Outlook is a full backup of the entire pst

 

MS has a free Outlook backup add-in, you can configure the backup to run every xx days, and a backup will be triggered when you close outlook using that schedule

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I am trying to do what is described here.

The problem I'm trying to solve is how to backup the Outlook data base
automatically and unattended. Outlook needs to be closed (if it is
running) before copying the .pst files.

I found a VBScript at (www.howto-outlook.com/howto/closeoutlookscript.htm)
that seems to do what I need. But I can't get it to run when initiated from
the Windows Task Scheduler.

I am running Outlook 2013 on a Windows 8 Sony laptop.

My VBScript should close Outlook prior to doing a backup of the .pst files.
The code is stored in CloseOutlookVerify.vbs.

Below is the offending part of the VBScript code:

   Set colProcessList = objWMIService.ExecQuery _
      ("Select * from Win32_Process Where Name = 'Outlook.exe'")
   For Each objProcess in colProcessList
      Set objOutlook = CreateObject("Outlook.Application")

   ' The above line fails with ERR = 70 - Permission denied

      objOutlook.Quit
      Closed = 1
   Next


 * This script works correctly if I double-click on the .vbs file
   from Windows Explorer.
 * It works correctly if I run it from a DOS Command Prompt window.
 * It fails with err = 70 when run via the Windows Task Scheduler.


So, what is different about running this script from a command prompt
vs. by the task scheduler? And how can I make it work correctly when run
by the task scheduler?

FYI - I made my living programming in C and Unix shell languages, but this
is my first exposure to VBS in the Windows environment.

Many thanks for any expertise you can provide.




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Last updated November 10, 2020 Views 21,812 Applies to: