No matter what you read in this, alway promote backups of your email and data files. It costs 10 times more time and money to recover lost information than it does to store it.  

Purpose

This document provides guidelines / instructions that enable Corporate users or the Technology Services Department members to restore vital files in case of catastrophic systems failure due to hardware failure, user error in a virus incident on Corporate desktops, laptops or servers.

Background

Data retention and disaster recovery are a frequent reality and source of frustration for Corporate Staff and Technology Services Department help desk.

Process Ownership

Technology Services Department Staff / Help desk.

Departments affected

This policy applies to anyone using Corporate Staff and Technology Services Department help desk.

Risk analysis

Loss of Business / productivity due to Email loss of use

Back up your Outlook 200x / XP mail

If you have never used Outlook, you may skip this section.

You must perform this action for each user account / profile on the source machine. Perform this action Outlook and follow these instructions to save their messages, calendar, address book and other information stored in Outlook.

1. Insert a properly formatted floppy disk, External or CD (RW) into the appropriate drive.

2. Open Outlook 200x / XP.

3. Go to the File Menu > Import and Export…

4. Select Export to a file.

5. Click Next.

6. Select Personal Folder file (.pst).

7. Click Next.

8. Select Personal Folders.

9. Make sure that “Include subfolders” is checked.

10. Click Next.

11. You will be asked where to save the exported file. Click Browse.

12. In the pulldown menu next to the field ‘Save in: Select Desktop.

13. Make sure that the file will be saved as backup.pst.

14. Click OK.

15. Click Finish.

16. Click OK.

17. Quit Outlook.

18. Double-click on the My Computer icon.

19. Drag the backup.pst from the desktop onto your formatted floppy disk, External or CD (RW) into the appropriate drive. In XP using a CD (RW) drive you must perform a “WRITE” to write the files to CD. Select the drive, then “Right-mouse” click and “write should be an option in the list.

20. Close all open windows.

Restore your Outlook 200x / XP mail

If you have never used Outlook, you may skip this section.

You must perform this action for each user account / profile on the source machine. Perform this action Outlook and follow these instructions to save their messages, calendar, address book and other information stored in Outlook.

1. Insert the disk containing your Outlook back up file into the appropriate drive.

2. Open Outlook 200x / XP.

3. Go to the File Menu > Import and Export…

4. Select Import from another program or file.

5. Click Next.

6. Scroll down and select Personal Folder file (PST).

7. Click Next.

8. Click Browse.

9. Navigate to and select the Outlook file backup.pst on your back-up disk.

10. Click Open.

11. Click Next.

12. Select Personal Folders as file to import from.

13. Make sure that Include subfolders is selected.

14. Select “Import items into the same folder in:” and make sure that Personal Folders is selected.

15. Click Finish.

16. Quit Outlook.

Back up your Outlook Express mail

If you have never used Outlook Express, you may skip this section.

Although the Technology Services Department does not recommend or support the use of Outlook Express due to the vulnerability to Virus attacks, we provide the following instructions to assist you in the backup required to refresh your computer. Outlook Express mail cannot be exported out into one single file. Each message must be dragged from the program onto the hard drive to be stored.

If multiple people use this program, each user must log into Outlook Express and follow these instructions to save their email.

1. Create a folder on the desktop and name it Outlook Express Backup. This folder will contain all your Outlook Express mail.

2. Open the Outlook Express Backup folder.

3. Open Outlook Express.

4. Arrange the Outlook Express window and the Outlook Backup folder window, so you can see both at the same time.

5. Within the Outlook Backup folder, create a folder and name it Inbox.

6. In Outlook Express, in the upper left section titled Folders, click on the Inbox folder.

7. Click in the upper right section where your messages are located.

8. Go to the Edit Menu > Select All.

9. Drag the highlighted messages over the Inbox folder within the Outlook Backup folder window. When the Inbox folder darkens, release the mouse button. Now, the messages will begin copying over into that folder. (You may run into problems if messages have the same subject. Save these messages into a different folder.)

10. If you have messages in the other folders within Outlook Express, you will need to repeat these directions from Step 5 for each of these folders. Name the new folder in the Outlook Backup folder the same name as the folder within Outlook Express. We recommend backing up the following folders: Inbox, Outbox, Sent Items, Deleted Items, Drafts and any other folders you have created.

11. Once you have finished copying all your messages into corresponding back up folders, exit Outlook Express.

12. Insert a properly formatted floppy disk or External into the appropriate drive.

13. Double-click on the My Computer icon.

14. Drag your Outlook Express Backup folder from your computer onto your floppy disk or Zip disk. In XP using a CD(RW) drive you must perform a “WRITE” to write the files to CD. Select the drive, then “Right-mouse” click and “write should be an option in the list.

15. Close all windows.

Restore your Outlook Express mail

If you have never used Outlook Express, you may skip this section.

1. Insert the disk containing your Outlook Backup folder into the appropriate drive.

2. Double-click on My Computer icon.

3. Double-click on the icon for your floppy disk, External or CD to view the contents of your back-up disk.

4. Double-click on the Outlook Backup folder.

5. Open Outlook Express.

6. Arrange the Outlook Express window and the Outlook Backup folder window, so you can see both at the same time.

7. Within the Outlook Backup folder, open the Inbox folder.

8. Go to the Edit Menu > Select All.

9. Drag the highlighted messages over the Inbox folder in Outlook Express. The Inbox folder will be in the upper left section titled Folders. When the Inbox folder darkens, release the mouse button. Now, the messages will begin copying over into that folder.

10. If you have other folders in your Outlook Backup folder, you will need to repeat these directions from Step 7 for each of the folders. You will not need to make folders for the following folders: Inbox, Outbox, Sent Items, Deleted Items, and Drafts. However, you may need to create extra folders in Outlook Express that have the same name as the folders in your Outlook Backup folder.

To create a new folder in Outlook Express:

a. Open Outlook Express.

b. Go to File Menu > Folder > New.

c. For the location of the new folder, select Local Folders.

d. Type in a name in the Folder Name: field.

e.
Click OK.

f. The folder will appear in the upper left section titled Folders.

11. Once you have finished restoring your mail, exit Outlook Express.

12. Close all windows

Note:

There are shareware applications that perform full backup and restores for outlook express, these applications also backup rules, customizations and address book information. It is recommend to use such applications to simplify this process.

Back up your Outlook 98 mail

If you have never used Outlook 98, you may skip this section.

You must perform this action for each user account / profile on the source machine. Perform this action Outlook and follow these instructions to save their messages, calendar, address book and other information stored in Outlook.

1. Insert a properly formatted floppy disk, External or CD(RW) into the appropriate drive.

2. Open Outlook 97.

3. Go to the File Menu > Import and Export…

4. Select Export to a personal folder file(.pst).

5. Click Next.

6. Select Personal Folders.

7. Make sure that Include subfolders is checked.

8. Click Next.

9. You will be asked where to save the exported file. Click Browse.

10. In the pulldown menu next to the field ‘Save in:,’ select Desktop.

11. Click OK.

12. Under Options, make sure that the file will be saved as backup.pst and that Replace duplicates items is exported is selected.

13. Click Finish.

14. Quit Outlook.

15. Double-click on the My Computer icon.

21. Drag the backup.pst from the desktop onto your formatted floppy disk, External or CD(RW) into the appropriate drive. In XP using a CD(RW) drive you must perform a “WRITE” to write the files to CD. Select the drive, then “Right-mouse” click and “write should be an option in the list.

You will have to use Easy CD Creator or Nero on all versions of Microsoft software other than XP to write directly to a CD(RW).

16. Close all open windows.

Restore your Outlook 98 mail

If you do not use Outlook, you may skip this section.

You must perform this action for each user account / profile on the source machine. Perform this action Outlook and follow these instructions to save their messages, calendar, address book and other information stored in Outlook.

1. Insert the disk containing your Outlook back up file into the appropriate drive.

2. Double-click on My Computer icon.

3. Double-click on the icon for your floppy disk, External or CD(RW) to view the contents of your back-up disk.

4. Open Outlook.

5. Go to the File Menu > Import and Export…

6. Select Import from a personal folder file(.pst).

7. Click Next.

8. Click Browse and select the Outlook file backup.pst on your formatted floppy disk, External or CD(RW) into the appropriate drive.

9. Click Next.

10. Select Personal Folders to import from.

11. Make sure that Include subfolders is checked.

12. Make sure that “Imports items into the same folder in:” is set to Personal Folders.

13. Click Finish.

14. Quit Outlook.

Back up your Eudora mail

If you use Eudora, you must also back up all the mail files stored on your hard drive. If you have never used Eudora, you may skip this section.

1. Insert a properly formatted floppy disk or External into the appropriate drive.

2. Double-click on the My Computer icon.

3. Double-click on the C: icon.

4. Open the Eudora folder.

5. Drag the Attach folder, the files labeled nndbase.txt, nndbase.toc, In.mbx, In.toc, Out.mbx, and Out.toc, and any other files with the extensions .toc and .mbx from the Eudora folder onto your formatted floppy disk, External or CD(RW) into the appropriate drive. In XP using a CD(RW) drive you must perform a “WRITE” to write the files to CD. Select the drive, then “Right-mouse” click and “write should be an option in the list. You will have to use Easy CD Creator or Nero on all versions of Microsoft software other than XP to write directly to a CD(RW).

6. Close all open windows.

If multiple people use Eudora, you must navigate to their mail directory and then save their mail files.

Note: You may need administrator access, depending on where the user has the mail directory.

To find multiple users’ mail directories and back up:

1. Go to My Computer > C: > Document and Settings > Username folder > Desktop.

2. Find and click once the Eudora shortcut.

3. Go to the File menu > Properties.

4. In the Target field, after c:Eudoraeudora.exe, is the location of the mail directory. Navigate to this location.

17. Drag the Attach folder, the files with the extensions .toc and .mbx, and the file labeled nndbase.txt if it exists from the Eudora folder onto You will have to use Easy CD Creator or Nero on all versions of Microsoft software other than XP to write directly to a CD(RW).

5. Repeat for each user.

6. Close all open windows.

Restore your Eudora mail

If you do not use Eudora, you may skip this section.

1. Insert the disk containing your Eudora mail into the appropriate drive.

2. Double-click on My Computer.

3. Inside the My Computer window, double-click on the icon for your floppy drive, Zip drive or CD drive to view the contents of your back-up disk.

4. Inside the My Computer window, double-click on the C: icon.

5. Drag the Attach folder, the files labeled nndbase.txt, nndbase.toc, In.toc, In.mbx, Out.toc, and Out.mbx, and any other files with the extensions .toc and .mbx from your back-up disk onto the Eudora folder inside the C: window. If you are asked whether you want to replace a file, click Yes.

6. Close all open windows and eject your back-up disk.

7. Open Eudora.

8. Check to be sure your mailboxes and messages appear correctly.

9. Exit Eudora.

ISO Reference

BIT’s – Framework for Managing Technology Risk for IT Service Provider Relationships.

ISE/IEC 17799 (section 8.1.1 – 2, .8.3, 8.4.1)

Business Continuity Planning March 2003.

Regulatory Reference

Gramm Leach Bliley Act, Title V, Section 501B (NCUA Part 728)