How to Backup IMAP Email to PST Without Data Loss

If you need to backup IMAP email to PST, then your aim will probably be to export emails from an IMAP server to a local PST file. You may want to start fresh with a new account, or cleanup of mailbox archives, or simply store your email securely.

I get this same question a lot from users who think their mail is stored in Outlook, where, in fact, all IMAP mail sits on the server until it’s exported into PST format. That’s why I’ll provide you with a complete guide to export IMAP email to PST along with all the information you need to know. Here we have discussed the manual and most authenticated ways to safely convert IMAP file to PST on Mac and Windows machines without losing data.

Why IMAP Email Storage Puts Your Data at Risk

Before you backup IMAP email to PST, it is important to understand how your emails are at risk on IMAP server. The nature of the Internet Message Access Protocol (IMAP) is convenience, not security. Emails are left stored on the server and duplicated on all devices. While very convenient with options to check your email remotely through any device with an Internet connection, there are severe threats here.

Risks of storing email communications in IMAP:

• Emails get deleted on all devices if deleted from the computer.
• Server downtime may result in the unavailability of critical messages.
• Suspending or closing an account leads to permanent loss of emails.
• Mailbox size restrictions mean that users are forced to delete older messages in their email
• Lack of use during a non-connectable server status.

These are the reasons why users export IMAP mailboxes to PST format and store them locally.

How Outlook Handles IMAP Emails and PST Files

Outlook saves IMAP messages in a synced file that has a constant connection with the server. Any changes made to a message in either Outlook or the server will be reflected on both sides. If you convert IMAP to PST then you emails will be:

• Stored locally on the PC
• Not connected to the IMAP Server
• Open the emails in Outlook whenever desired
• Do not need to depend on IMAP Server.

Why Users Choose to Backup IMAP Email to PST

Users often export IMAP email to PST when they want to protect the data of their email account. PST files are local copies of emails from an Outlook client, meaning users will not have to rely on the IMAP Server for their email messages to be stored.

By converting their IMAP account to a PST file, users will be able to maintain complete control of their email messages even if they delete their IMAP account or lose their internet connection.

• Offline access to all emails stored in Outlook
• Full ownership/control of Email Data (PST)
• Long-term Email Storage without Servers
• Archive Email for Easy Portability
• Compliance and Business Requirements

Situations Where Converting IMAP to PST Is Necessary

• Closing or switching off an IMAP Email Account
• Building long-term Outlook archives
• Reducing the dependency on email servers
• Compliance, audits, and legal requirements
• Managing large IMAP mailboxes
• Archive IMAP emails in Outlook

Manual Way to Export IMAP Email to PST

IMAP emails can’t be backed up in PST format without first setting up an IMAP account in Outlook. Follow the steps to backup IMAP email to PST:

Step 1: Configure the IMAP Account in Outlook

1. Open Microsoft Outlook.
2. Go to File > Add Account.
3. Please input your IMAP email address.
4. Select Manual setup.
5. Select IMAP to export IMAP to PST.
6. Enter:
   • IMAP Server
   • Port number
   • SSL settings
7. Finish the authentication & setup
8. After this, the syncing of IMAP emails to Outlook is done.

Important note from experience: If you have a large mailbox, this synchronization may take hours or even days to backup IMAP to PST.

Step 2: Wait for Full IMAP Synchronization

1. Outlook has to completely download:
   • Inbox
   • Sent Items
   • Custom folders
   • Subfolders
2. If Synchronization is Incomplete: Emails will be missing in PST

Folder structure can be broken The sync status can be checked at the bottom of Outlook. Now continue to export IMAP mailbox to PST by following the next step.

Step 3: Backup IMAP Data to PST Using Outlook

You can now finally go ahead and convert IMAP emails to PST file format:

1. Go to File > Open & Export
2. Click Import/Export
3. Select Export to a file
4. Choose Outlook Data File (.PST)
5. Select the IMAP account
6. Allow Include subfolders
7. Destination Path selection
8. Click Finish

Step 4: Verify the PST Backup

After you backup IMAP email to PST:

1. Open File > Open Outlook Data File

Check that all your IMAP emails are successfully exported to PST.

Limitations of the Manual Method

1. Users are having the following issues with their Outlook account.
2. Outlook freezes when importing large files.
3. It will not give any notice of skipped IMAP emails.
4. Outlook is unable to backup IMAP email to PST by date or sender.
5. To use the tool, users must have Outlook installed on their computer.
6. Unable to backup multiple IMAP accounts to PST at once.

Why Users Look for an IMAP to PST Converter

IMAP to PST export tool provides a specifically designed exporter to enable an accurate and safe process to export IMAP email to PST.

• Safely backup IMAP emails to PST.
• It maintains the original folder hierarchy.
• Filters to select folders, dates, emails, attachments, etc.
• Maintain the integrity of your email and include all attachments.
• Backup unlimited IMAP emails and accounts to PST.
• You will not misplace any folders or attachments.
• No technical skills are required.
• No risk of incomplete export.
• Generate logs/reports to verify the export.
• 24/7 Technical Support from our experts.
• Convert IMAP to PST without losing any data.

Conclusion

The manual way to backup IMAP email to PST has a lot of limitations and is prone to errors. Therefore, the best thing you can do when trying to export all emails from IMAP to PST file would be to use the most reliable IMAP to PST converter software that is designed to safely convert and export IMAP mailboxes to PST format.