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Introduction

Downloading Small Backups

Downloading with an FTP

Extracting Zip File After Download

Opening Your Backup with Outlook

 

Introduction

IMPORTANT NOTE: The following instructions are for Windows-based machines only.

 

 

When we receive requests from our Email Archiving subscribers for a backup of their email archive, it is typically for one of three reasons:

• They might have had some type of local hardware malfunction that resulted in a loss of emails on their end (a scenario that usually only affects those who have their email accounts set up as POP).
  
  
• They may have an upcoming audit and request this for compliance purposes.
  
  
• They may be changing Email Hosting providers.

 

Regardless of the reason, we want to provide you with instructions on how to work with these backups, whether they be 1). small backups available for you to download via a link Redtail sends you, or 2). provided via an FTP server.

 

 

Through this article, you will notice references to 7-Zip. This is a program used to extract the backup file you will be provided. We recommend referencing the following article if you choose to utilize 7-Zip:
How-To Work with 7-Zip Files

 

If you have another zip utility you already use (such as WinZip), the process will be similar to 7-Zip.

 

Downloading Small Backups

• You will receive an email from Redtail Support with a link pointing you to where you will download the backup.
  
  
• After receiving the email notification that your backup is ready, copy the password provided in your case within the support portal. If you have not received a secure message with the password, reach out to us either through your support portal case or call at 800-206-5030 opt 3.
  
  
• Click on the link provided for your email backup, which will direct you to a filesanywhere page.
  
  
• Enter the password you were provided and click the "Continue" button.

  

 

 

• You'll be redirected to a new page with your backup available to you.
  
  
• Download the file. We recommend keeping the backup in a safe place once downloaded.

   

 
 

Downloading with an FTP

 

Ensure you have access to an FTP (File Transfer Protocol) client approved by your firm. You must have access to an FTP client to access these files.
EXAMPLE: FileZilla is a free FTP client used in this article.

 

 

FileZilla FTP Client Links

• Windows: FileZilla Client for Windows (64bit x86)

• Mac: FileZilla Client for macOS

 

IMPORTANT NOTES:

• Confirm you are downloading the free version (unless otherwise instructed by your firm).
  
  
• Uncheck any "add-on" or optional features.

 

 

 

Once a backup is available, you will be given information and credentials to access the backup through an FTP connection.

 

• Host: Enter the Host IP Address provided to you:

 

 

 

 

• Username: Enter the provided Username (unless otherwise specified, this username will match the ticket number for your request):  

 

 

 

 

• Port: Enter the provided Port number:

 

 

 

 

• Password: Enter the provided password
  
  
• Click the button to connect to the FTP server
  
  
• Once connected the files on the FTP server will appear in the right-hand pane of the FTP Client, while your computer's folders and files will be displayed in the left-hand pane. Transferring files from the server to your computer is as easy as dragging and dropping the files from the right to the left.

 

 

 

 

 

Extracting Zip File After Download

• Once your download is complete, go to your Downloads folder or the location the backup was downloaded to.
  
  
• The .pst file is extracted using 7Zip or another container extraction program like Winzip.
  Related Article: How-To Work with 7-Zip Files
  
  
• Before extracting, we highly recommend that you create a specific folder for the backup. Do not save the extraction to your desktop, as if you do elect to import the .pst file to Outlook, you will not be able to remove the file from your desktop.
  
  
• You'll also need to enter the same password you used to download your Email Backup.  Extraction of your email data will begin once this information is confirmed.
  
  
• You are now ready to work with the file in Outlook.

 

 

 

 

 

Opening Your Backup with Outlook

 

Outlook 2007	Outlook 2010
Within Outlook 2007, select File > Open > Outlook Data File...	Within Outlook 2010, select File > Open > Open Outlook Data File

 

 

 

• On the resulting Open Outlook Data File dialog, locate the backup data file and select "OK."

 

  
 

 

The data file will appear within the mail folder pane on the right under your folders, much like a newly added account. Expand the carat to the left of the Outlook Data File to display the folders and access the mail. Search for emails using Outlook's search function. When finished with the data file, close it by right-clicking on Outlook Data File and select "Close 'Outlook Data File'" from the menu.