We are currently using a hosted version of Microsoft Outlook Exchange. However, the service does not include email archiving.  I'm aware that Outlook Exchange creates a .ost data file on both the mail server and on the local PC. And I'm seeing a lot of people writing comments on forums saying that you don't have to backup a .ost file because you already have it in the mail server. But that's because they have their own mail server available to them, right? How can I setup the copy of the .ost data file that goes to my local PC, to backup to a network drive? Or maybe convert the .ost to .pst and have it setup to automatically do all of this? Is there a way to do this? Please advise. Thank you.

You should check with your hosting provider to see if they have a premium option that offers archiving.  Otherwise, you really don't need to back your email because your hosting provider will be doing backups (hopefully) of all the Mailboxes you are hosting.  Your data is always on the server, and is just cached locally when you are working in Outlook.  If you lose connectivity or your hosting services go down you can still access your email data while in this "offline" state.  Otherwise, you are free to just copy folders from your Mailbox to another .pst file.

Also look at the Archiving options built into Outlook.  You can configure it to move old content to one of your .pst files.

I'm aware that Outlook Exchange creates a .ost data file on both the mail server and on the local PC. And I'm seeing a lot of people writing comments on forums saying that you don't have to backup a .OST file because you already have it in the mail server. But that's because they have their own mail server available to them, right?

Not exactly correct. The .OST file does not get created on the mail server end at all, they only get created on the client end when you use Outlook to connect to an Exchange server.  An .ost file is basically an offline copy of a mailbox hosted on an Exchange server. When you delete this file, it gets rebuilt automatically by re-downloading the content from the Exchange server as that's where your emails are stored. You don't need to back up this file at all as long as your Hosted Exchange provider is doing their job properly and backing up your emails. Now there are third-party tools out there which can convert a .OST file to a .PST file format but these are generally used for recovery purposes should say the Exchange server blow up and you have no backups whatsoever.

Here are one of the most well-known product that can do these type of conversions Recovery Toolbox for Outlook:

https://osttopst.recoverytoolbox.com/

There is no need for concern if you lose your .OST file due to a computer meltdown, corruption, etc. It will get rebuilt automatically when you set up a new Outlook profile or connect from another machine. I hope this clears things up for you.

• Marked as answer by ChristopherRice45 20 hours 30 minutes ago

I'm aware that Outlook Exchange creates a .ost data file on both the mail server and on the local PC. And I'm seeing a lot of people writing comments on forums saying that you don't have to backup a .OST file because you already have it in the mail server. But that's because they have their own mail server available to them, right?

Not exactly correct. The .OST file does not get created on the mail server end at all, they only get created on the client end when you use Outlook to connect to an Exchange server.  An .ost file is basically an offline copy of a mailbox hosted on an Exchange server. When you delete this file, it gets rebuilt automatically by re-downloading the content from the Exchange server as that's where your emails are stored. You don't need to back up this file at all as long as your Hosted Exchange provider is doing their job properly and backing up your emails. Now there are third-party tools out there which can convert a .OST file to a .PST file format but these are generally used for recovery purposes should say the Exchange server blow up and you have no backups whatsoever.

Here are one of the most well-known product that can do these type of conversions Recovery Toolbox for Outlook:

https://osttopst.recoverytoolbox.com/

There is no need for concern if you lose your .OST file due to a computer meltdown, corruption, etc. It will get rebuilt automatically when you set up a new Outlook profile or connect from another machine. I hope this clears things up for you.

• Marked as answer by ChristopherRice45 Friday, May 15, 2015 11:00 AM