Several of our small client networks have been concerned about the value of the messages, contacts, to-do lists, etc. in Outlook (and similar E-mail tools like Eudora) without a simple way to include them in their regular network server backups.  Here's a simple solution we've been implementing with several clients that may be of interest when the network is too small for a solution like Microsoft Exchange.

This approach uses a local 2nd copy of the key file ('.Pst' for Outlook' or files) and then in 'leap-frog' fashion copies that file to a place on the server where it's picked up by the regular backup process (For our clients this is routinely a nightly DAT tape backup, please note the double-undescores that call attention to the cirtical items that change for each user.)

A Simple batch file

1. Build a batch file using notepad or another text editor that includes the following lines. (You should be able to copy and paste the following for a start)
   -------------------------------------------------------------------------
   @ECHO OFF
   Title WAIT! Outlook BkUp of '.Pst' file in progress...
   REM    This title displays as the window or process bar title
   ECHO .
   ECHO . This procedure copies data from the primary location on the
   ECHO . local 'C:'drive to the backUp location on the local drive
   ECHO . (e.g. 'C:\z_EBkUp') and then to a similar dirctory on the network
   ECHO . shared drive (e.g. the ('S:') drive.)
   ECHO .
   XCOPY "C:\Documents and Settings\Admin\Outlook E-Mail files\FLMailbox.pst" "C:\z_EBkUp\FLMailbox.pst" /Q /Y
   REM                                                 =====                               ==========                        ==========
   REM   The name 'Admin' above is of course replaced with the relevant username.  And, to handle
   REM   multiple usres we typically add initials to the local Outlook.Pst or Mailbox.Pst file (e.g. 'FLMailbox.Pst'
   REM   where 'F' and 'L' are the first and last initials of the current user's outlook file.)
   REM
   REM   We use the name 'z_EBkUp' above just for the convenience of having this directory
   REM   go to the end of the display list and to make it stand out a bit too!
   ECHO .
   Title Outlook Ready! Network BkUp of '.Pst' file in progress...
   REM    Note that the display title changes here to indicate that E-mail software (e.g. Outlook) is available again
   XCOPY "C:\z_EBkUp\FLMailbox.pst" "S:\z_EBkUp\FLMailbox.pst" /Q /Y
   REM                            ==========                        ==========
   REM    The above line presumes there ia a shared network drive named 'S:' 
   REM    which is included in the scope of the regular network backup.
   Exit
   Cls
   -------------------------------------------------------------------------
2. Customize the above lines to fit you're computer and file names as needed
3. Save the above file (we named it 'E-BkUp.bat') and place it in a directory named 'z_EBkUp' at the top level of the 'C:' hard disk drive. (Or, if not following our example place the file and change the path to it as needed.) 
4. Copy the file 'E-BkUp.bat' and paste a shortcut onto the Desktop
5. Copy the file 'E-BkUp.bat' and paste a shortcut in the folder named: C:\Documents and Settings\All Users\Start Menu\Programs\Startup
6. Customize the above shortcuts if desired to run minimized (Right click->Properties->[Shortcut] tab->Click the 'Run:' drop-down and choose 'Minimized')
7. Customize the above shortcuts if desired to display an appropriate icon (Right click->Properties and [Change Icon], we picked the Windows XP lock icon.)
8. Run and monitor (open the DOS window) the batch file being executed to specify 'F' for file when prompted, or just manually copy the key E-mail files to each location ('C:\z_EBkUp' and 'S:\z_EBkUp\Outlook.pst') to start.  (The procedure will run without any such prompts once files are in place at each location that is being copied to.)

That's it!  Now you should automatically get a backup of your critical E-mail file every time you start your PC (e.g. via #5), and that backup file will be used to make a 3rd copy to the network server.  If needed the process can be interrupted (Right-click and choose [Close]) at any point since all that's affected are extra copies.  And you can start the process yourself any time by closing your E-mail software and clicking twice on the desktop icon (e.g. via #4)

Note that if stopped above, you may need to click on the task bar entry the next time it runs, and then type in 'F' for file to specify that a file is being created (not a directory).  This occurs when the old copy of the target file is NOT found and a new file copy is being posted into its place.

A more complex version

Following is a more complex version of the above batch file that checks for the presence of files before copying and that responds automatically to the above prompt asking the user to designate that the copy type is 'F' for file.

1. Build a batch file using notepad or another text editor that includes the following lines. (You should be able to copy and paste the following for a start)
   -------------------------------------------------------------------------
   @ECHO OFF
   Title WAIT! Outlook BkUp of '.Pst' file in progress...
   REM    The above title displays as the window or process bar title
   ECHO .
   ECHO . This procedure copies data from the primary location
   ECHO . on the local 'C:'drive to the backUp location on the
   ECHO . local drive (e.g. 'C:\z_EBkUp') and then to a similar
   ECHO . directory on the network shared drive (e.g. the ('S:') drive.
   ECHO .
   ECHO . Ready to begin?
   ECHO .
   Set O-file=C:\z_EBkUp\FLMailbox.pst
   REM         ===================
   IF NOT EXIST %O-file% goto CopyFile
   :CopyFile
   XCopy "C:\z_EBkUp\Blank.Pst" "C:\z_EBkUp\FLMailbox.pst" /Q /Y <C:\Z_EBkUp\F.txt
   REM                                           ===================        
   REM   In this case the 'O-file' is not present.  So, copy in a temporary one...
   :End
   REM   In this case the 'O-file' is present.  So just proceed...
   XCOPY "C:\Documents and Settings\Admin\Outlook Files\FLMailbox.pst" "C:\z_EBkUp\FLMailbox.pst" /Q /Y
   REM                                                 =====                      ==========                        ==========
   REM   First 'local' copy done!
   REM
   REM   The name 'Admin' above is of course replaced with the relevant username.
   REM
   REM   We use the name 'z_EBkUp' above just for the convenience of having this directory
   REM   go to the end of the display list and to make it stand out a bit too!
   ECHO .
   Title Outlook Ready! Network BkUp of '.Pst' file in progress...
   REM    Note that the above display title changes here to indicate that the E-mail tool is available again
   Set O-file=S:\z_EBkUp\FLMailbox.pst
   REM         ===================
   IF NOT EXIST %O-file% goto CopyFile
   :CopyFile
   XCOPY "C:\z_EBkUp\Blank.Pst" "S:\z_EBkUp\FLMailbox.pst" /Q /Y <C:\Z_EBkUp\F.txt
   REM                                              ===================
   REM   In this case the 'O-file' is not present.  So, copy in a temporary one...
   :End
   REM   In this case the O-file is present.  So just proceed...
   XCopy "C:\z_EBkUp\FLMailbox.pst" "S:\z_EBkUp\FLMailbox.pst" /Q /Y
   REM     ===================    ===================
   REM    The above line presumes there ia a shared network drive named 'S:' 
   REM    which is included in the scope of the regular network backup.REM    Second 'network' copy done!
   Exit
   Cls
   -------------------------------------------------------------------------
   
2. Customize the above lines to fit you're computer and file names as needed
3. Save the above file (we named it 'E-BkUp.bat') and place it in a directory named 'z_EBkUp' at the top level of the 'C:' hard disk drive. (Or, if not following our example place the file and change the path to it as needed.) 
4. Build a file named 'F.txt' using notepad.  The only content of this file is the letter 'F' on the first line of the file.  Save the file in the "C:\z_EBkUp" folder.
5. Build a file named 'Blank.Pst' by using notepad to creat a file named 'Blank.txt', then just revise the name to 'Blank.pst'.  This file is also to be saved in the "C:\z_EBkUp" folder.
6. Copy the file 'E-BkUp.bat' and paste a shortcut onto the Desktop
7. Copy the file 'E-BkUp.bat' and paste a shortcut in the folder named: C:\Documents and Settings\All Users\Start Menu\Programs\Startup
8. Customize the above shortcuts if desired to run minimized (Right click->Properties->[Shortcut] tab->Click the 'Run:' drop-down and choose 'Minimized')
9. Customize the above shortcuts if desired to display an appropriate icon (Right click->Properties and [Change Icon], we picked the Windows XP lock icon.)
10. Run the batch file. (The procedure will run without any prompts wheather or not files are in place at each location that is being copied to.)

That's it!

P.S.   There is a Microsoft utility that on exiting Outlook, makes a single copy of an Outlook 2002-2003 version '.pst' file.  Our expereince in using it, is that it does not seem to work consistently, at the start-up or user-option time we'd prefer, or even at all for earlier verions which lead us to develop the above batch files to replace it and do more too.  If your interested in evaluting it you can find it at:  www-microsoft-com/downloads/details.aspx?FamilyID=8b081f3a-b7d0-4b16-b8af-5a6322f4fd01&DisplayLang=en (Just copy, paste and correct -dashes to dots- the link.)

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