HOT backup your Outlook data securely and automatically with TrueCrypt
[Update: Here is a LifeHacker commentary on this article ]
The need
Here is a small tutorial on How you can safely backup your Outlook data on to a USB Drive. Most of us who work in corporate environment obviously have our years of communications and documents captured in .PST files. Microsoft Outlook’s PST file format is proprietary but serves as a portable archival data format. You can make backups of your old .PST files by simply dragging and dropping on to the target media. Or use a professional backup tool like SyncBackSE or Microsoft Personal folders backup .
The Issues
You cannot backup your .PST file while it is opened by Outlook. Most of the time this is the case as Outlook locks the respective .PST file. Your backup utilities will fail to backup your current Live Outlook data as long as Outlook is kept opened. This also does not allow us to further automatically schedule .PST backup too.
The Solution
The simplest solution is to instruct Outlook to simultaneously keep a copy of the incoming emails in a separate .PST file created in the external storage device. Even though you can password protect your .PST files , for additional security , you are better off creating a Secure & Encrypted Drive inside your external storage device.
Tools Required
TrueCrypt is my choice for a platform independent data security software. It is free, Open Source and runs on Windows, Mac and Linux with excellent speed and robustness. It has some of the performing yet strong encryption algorithm support. The user interface is very convenient too. It has the capability to make an entire drive encrypted or keep a huge encrypted file on any drive to be further treated as a virtual drive. I follow the later approach.
How-To
1) Create an encrypted volume within your USB Drive / External storage Device
2. Goto Volume->Save currently mounted volume as favourite menu item.
3. Goto Settings->Preferences->Check the [Start TrueCrypt] and [Mount Favourite Volume] items.
4. Create a .PST inside this volume using the Mail-Setup tools within Windows Control Panel.
5. Open this additional .PST file too in Outlook
6. Set an Outlook Rule to make a copy of the incoming email to this .PST file
Outlook - Tools->Rules and Alerts->New Rule->Rules Wizard->Start from a Blank Rule->Check Messages when they arrive->Check [On this Machine Only] , [Through the specified account = Select Exchange Server] -> Next -> Move a copy to the specified Folder( and select our new PST file’s folder).
Also make sure that this rule is the top of the other rules in the list.
7. Set an Outlook Rule to make a copy of the Outgoing email to this .PST file
Outlook - Tools->Rules and Alerts->New Rule->Rules Wizard->Start from a Blank Rule->Check Messages after it is sent->Check [On this Machine Only] , [Through the specified account = Select Exchange Server] -> Next -> Move a copy to the specified Folder( and select our new PST file’s folder).
Success :) Now you have all your incoming and outgoing emails backed up automatically and securely on the USB media. You have this backup copy of your email without you making any conscious effort.
Disadvantage
The only disadvantage with this method is that you will have to keep your USB drive connected all the time while you are working with Outlook. I think that is a reasonable tradeoff between convenience and security.
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April 24th, 2008 at 9:15 am
Great stuff Vinod. You are on my reader now.
Cheers
April 24th, 2008 at 6:26 pm
I did’nt know this was possible. Great post!
Best rgdz,
Me
April 24th, 2008 at 8:15 pm
Thank you Vaibhav, Sucharith. Glad you found this useful.
April 24th, 2008 at 10:40 pm
I have a habit of taking along my PST file with me whenever I switch jobs. To do so, I always create a backup of my original PST on my local hard drive. This is achieved by creating 2 simple filters, otherwise called Rules, in my outlook. 2 rules - 1 for incoming (Inbox) and 1 for outgoing (Sent).
Late last year when I switched job, I faced a problem. We used an IMAP Server which, unlike Exchange Server, had limited options. The original PST was set to my local drive by the network management guys, so I did not have the need to create one more copy. But the trouble started when I wanted to copy the PST. It wouldn’t, says ‘cannot be moved/deleted.’ Frustrated, I tried many time. The solution struck me late: Boot the machine in SAFE MODE, and then I was allowed to copy the PST file.
Currently, I have 2 rules on my Exchange Server. They run at run-time and create a backup on my shared drive which is always live and safe. There is also no fear of losing data unlike local drives that can fail/crash at times.
April 26th, 2008 at 1:50 pm
[…] HOT backup your Outlook data securely and automatically with TrueCrypt | Vinod Live! - En flott veiledning over hvordan du kan unngå Outlooks backupsperre. Du kan ikke ta backup av en PST mens du bruker den. Løsningen er en regel som sender all e-post til en annen PST, krypert og lagret på en ekstern harddisk. […]
April 29th, 2008 at 7:43 am
[…] HOT backup your Outlook data securely and automatically with TrueCrypt. […]
May 7th, 2008 at 4:30 pm
Great post as regards the directions and method to locate the required files. It all goes downhill when you use a usb drive as a backup. USB drives are the least secure and least safe type of media available new today. This is because they are fragile, easily lost, commonly stolen and worst of all can flash on entry or exit even if you use safe removal. This means that even if you use the device properly, handle it gently and mind it, you will in time lose all of your data.
Get online backup and use the file selection method outlined above.
http://www.backupanytime.com/whitepaper.htm
June 10th, 2008 at 9:44 pm
[…] For a different approach, check out previously mentioned Outlook Personal Folders Backup Tool. HOT backup your Outlook data securely and automatically with TrueCrypt […]
June 11th, 2008 at 5:49 pm
thanks for this cool tip. i never thinks that trucrypt can also be used in this way.
i have subscribed to your rss feed to get latest updates from your blog.
Thanks And Regards
Ajay Pathak
June 25th, 2008 at 10:35 am
Great tip! Is it possible to do this w/2 computers? ex., set the backup folder on the network drive. Open backup PST folders on TWO machines in the office. Set the rules for BOTH machines? Thanks in advance.