Re: Backing Up Exchange/Outlook
From: Tim Fickes (tim_at_proanalystsnospam.com)
Date: Wed, 7 Apr 2004 16:07:36 -0400
Many thanks in advance Dave... I do believe I'm getting this figured out!
If you would be so kind as to answer/clarify the following:
First off I can confirm that Outlook is looking to Exchange for mail
(Mailbox-Username, not PST file)
Therefore, when I go into NTbackup on the server, I need to back up
"Microsoft Exchange Server--myserver--Microsoft Information Store--First
Storage Group", and the First Storage Group consists of Mailbox Store and
the Public Folder Store???
The two 'store' folders contain the 4 database files and their accompanying
log files you mentioned AND that is ALL DATA OF EVERY USERS Outlook
(calendar, contacts, inbox, journal, notes, tasks, and ANY/ALL other folders
and sub-folders they have) as well as the Public Folders that are there as
If I'm on track, I'll continue...
If I want to create a back up job to do this and schedule it, what is the
best time to have it run since you mentioned that "Exchange runs automated
processes overnight to maintain the databases"???
Also, if I were to move every users individual archive.pst file to their
user folder on the server I could include those with the back up job and
have everything for Exchange and Outlook covered???
"Dave Nickason [SBS MVP]" <gwdibble@NOSPAM.frontiernet.net> wrote in message
> In a typical Exchange Server configuration, the mailboxes and public
> are stored in the server databases. The mailboxes are in
> Exchsrvr\Mdbdata\priv.edb and priv.stm, and the public folders are in
> pub.edb and pub.stm. There are no individual files for each mailbox or
> folder, only the 4 databases and their accompanying log files. Exchange
> runs automated processes overnight to maintain the databases, and they're
> covered by NT backup or your 3rd party backup program with an Exchange
> backup agent (you'll see Exchange as a separate choice in the backup
> You need software that is specifically designed for on-line Exchange
> backup. You can (and IMO should) also get a server-based anti-virus
> with an Exchange agent too. The main advantages of using the server
> databases for mailbox storage are the centralized backup and AV scanning,
> and the fact that the databases are more robust and reliable than PST
> Also, you can implement "deleted item recovery" for server mailboxes,
> allowing the recovery of user-deleted items for a period of time you
> PST (personal store) files are designed for standalone systems where there
> is no Exchange Server. IMO there are no advantages to PSTs in normal use.
> However, if you wanted to use a PST, archiving would be the one instance
> which I could see using them. I encourage my users to create subfolders
> their server mailboxes for archiving, until or unless space becomes an
> issue. Again this is because of the backup and AV capabilities of the
> OST (offline store) files are a local copy of the data in the Exchange
> Server mailbox, and selected public folders if you wish. OSTs are
> so that a laptop user can work online while in the office, offline while
> out. When online after working offline, any items changed in the OST will
> synchronize back to the server mailbox and/or public folder. I use an OST
> on my desktop PC in an excess of caution. Although I never work offline,
> the event of a server crash I could do so. I wasn't kidding, access to
> support phone numbers is one of the main reasons I do this. Lawyers in
> office keep OST files so that they'll be able to access calendars if the
> server goes down. Other than file size, OSTs are pretty low overhead - I
> just set them to sync when starting or exiting Outlook. After the initial
> sync, Outlook only takes a few seconds to save your changes to the OST
> you shut down.
> If you view the Outlook folder list, you'll have an entry titled Mailbox:
> Username that represents the server mailbox. You'll also have a Personal
> Folders section that shows the PSTs. To see where Exchange is sending the
> mail for a given user, go to Outlook Tools/E-Mail Accounts, click View or
> Change, Next. You'll see either the Mailbox - Username or a PST.
> If you want to change from PST to server mailbox storage, that's easily
> using drag-and-drop or export/import in Outlook. Change the delivery
> location first, then move the items from the PST to the mailbox. I
> recommend closing and deleting (or renaming) the PST to prevent confusion
> over having some items in the server Inbox and some in the PST Inbox (or
> calendar, whatever). There are some sneaky ways you can have problems if
> you run a PST with folder names that match those of the server mailbox,
> as a Move To menu item that's pointing to the PST instead of the server
> If your Exchange content is being stored in PSTs and you want to switch, I
> can give you some more info on that if you wish. Or, just try it on your
> own mailbox first to get the procedure down. Just don't delete anything
> until you're sure of success (but close the PST from the r-click menu in
> Outlook Folder List when you're done with it - then delete it in a few
> days). You can have some users with PSTs and some with server storage, so
> you can just migrate them over as your time allows.
> "Tim Fickes" <email@example.com> wrote in message
> > You say that you "recommend keeping everything on the server"...Could
> > please be a little more specific?
> > What file is an individuals Outlook running from, isn't it a PST file?
> > And
> > when Outlook archives data, doesn't it put it into a PST file also?
> > What is an OST file?
> > You say "if the server goes down" you'll have access to offline OST
> > I
> > guess I'm back to the question, when Outlook is running what file is
> > looking
> > toward? A local PST file or something in Exchange on the server???
> > Also, what is the proper way to back up Exchange?
> > "Dave Nickason [SBS MVP]" <gwdibble@NOSPAM.frontiernet.net> wrote in
> > message
> > news:eUvKfl%23GEHA.1272@TK2MSFTNGP12.phx.gbl...
> >> Unless mailbox size is an issue, I recommend keeping everything on the
> >> server, where it'll be part of your daily backup procedure. I also
> > my
> >> important folders available offline in an OST, so that if the server
> >> down, at least I'll have access to the phone number to call for help
> >> If users are keeping data in PST files, those need to be backed up if
> >> they're worried about the security of that data. There's a PST backup
> > tool
> >> available free for the most recent two or three versions of Outlook.
> >> I've
> >> never tried it, but you can find it on the download page of Office
> >> Update.
> >> Maybe you can have your users create PST backups in their Z drives or
> >> another mapped location, where they'll be covered by the server backup.
> >> "Tim Fickes" <firstname.lastname@example.org> wrote in message
> >> news:%23z8ngS%23GEHA.email@example.com...
> >> > I'm specifically looking for an outline of what to backup within
> > Exchange
> >> > and/or Outlook.
> >> >
> >> > Running Small Business Server 2000, will use Microsoft Windows Backup
> >> > on
> >> > the
> >> > server. Clients are Win2k and XP with Outlook 2002.
> >> >
> >> > Several users have created personal folders within their Outlook that
> > they
> >> > use to store correspondences that they cannot loose.
> >> >
> >> > Also don't want to loose any of their personal Contact information or
> >> > Calendar items.
> >> >
> >> > When/if a user "archives" data in Outlook, it adds to the archive.pst
> > file
> >> > rather than replacing it? (Obviously this is one file that needs to
> >> > backed up)
> >> >
> >> > Thanks for any and all help...
> >> >
> >> >