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Working with Email Backups

When we receive requests from our Email Archiving subscribers for a backup of their email archive, it is typically for one of three reasons.  First, they might have had some type of local hardware malfunction that resulted in a loss of emails on their end (a scenario that would mostly only affect those who have their email accounts set up as POP.)  Next, they may have an audit coming up and be requesting this for purposes of compliance.  Finally, they may be changing Email Hosting providers.  There are other possible reasons, but these are the ones that come up most frequently.

 

Regardless of the reason, we want to provide you with instructions on how you can work with these backups, whether they be 1) small backups and available for you to download via a link Redtail sends you or 2) large enough that they require that we mail them to you on disc.

In either case, you will need a Zip Archive utility in order to be able to work with the backup.  If you don't already have one of these, you can download 7-Zip for free.  Click here to go to the 7-zip website.  You'll then see the below:

 

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Click Download Now.  After your download is complete, click the download and then click Run:

 

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Next, choose a Destination Folder (if you want to install somewhere other than the default location you can use the Browse button here to select that location) and click Install:

 

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You'll then see a progress bar as 7-Zip is installed.  Just click Finish once complete.

Now you're ready to work with your email backup after download.

Small Backups

For smaller backup requests, you will receive an email from Redtail Support with a link pointing you to an area to download the backup.  As we don't send passwords via email, you can contact support at 800-206-5030 opt. 3 for the password you'll need after receiving your email notification that your backup is ready.  With that password in hand, you can then click on the link for your email backup, which will direct you to a page that looks similar to the below:

 

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Just enter the password you were provided and then click Continue.  

You'll then see the backup file that was shared for you.  Click it to download it:

 

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Once your download is complete, go to your Downloads folder and you should see the file there:

 

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To extract the .pst file, right-click the file and you'll see the below options:

 

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If you have another Zip Utility you already use (such as WinZip), you can click the Extract All option.  The process will be essentially the same as the one I'll describe below for 7-Zip.  

To extract using 7-Zip, hover your cursor over the the arrow to the right of 7-Zip and you'll then see the below:

 

extractfiles.png

 

Click "Extract files..."  You'll then see an Extract dialog that will allow you to choose where you want to extract your emails to:

 

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If you click the icon to the right of the Extract to: box, you can browse for a location you want to extract the files to and make a new folder if you desire.  I'm going to create a new folder called Email Backup in the My Documents folder to which to extract these files:

 

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While you can extract to whatever location you would like, we do recommend that you create a specific folder for this purpose.  We do recommend that you do not save this to your desktop, as if you do elect to import the .pst file to Outlook, rather than just viewing it, you will not be able to remove the file from your Desktop.

You'll also need to enter the same password you used to download your Email Backup file and then you can click OK.  Extraction of your email data will begin.

Once this is complete, you are then ready to work with the file in Outlook.

Within Outlook 2007, select File > Open > Outlook Data File... :

 

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Within Outlook 2010, select File > Open > Open Outlook Data File:

 

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On the resulting Open Outlook Data File dialog, locate the data file you wish to open, then select OK:

 

Managing_Backup_Open_Data_File_dialog.png

 

The chosen data file will then appear within the mail folder pane on the right under your folders much like a newly added account. Simply, expand the carat to the left of the Outlook Data File to display the folders and access the mail. You can now search the emails using Outlook's search function.

 

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Once you are done with the data file, you can close it to remove it from your Outlook. Right-click on Outlook Data File and select Close "Outlook Data File" from the right-click menu.

 

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