Step-by-Step: Configuring Stellar Mail Backup for Windows & MacStellar Mail Backup is a dedicated tool for exporting and safeguarding email data from popular clients (Outlook, Thunderbird, Apple Mail) and servers (IMAP/Exchange). This guide walks you through installing, configuring, and using Stellar Mail Backup on both Windows and macOS, plus best practices for scheduling backups, verifying backups, and restoring messages when needed.
What Stellar Mail Backup does (brief)
Stellar Mail Backup creates reliable backups of email accounts and local mailboxes, supporting multiple formats (PST, EML, MBOX) and cloud/drive destinations. It preserves folder structure, attachments, and metadata such as sender, recipient, date, and read/unread status. Use cases include disaster recovery, migration, and long-term archiving.
System requirements
- Windows: Windows 10 or later, 4 GB RAM (8 GB recommended), 500 MB free disk space (more for stored backups).
- macOS: macOS 10.13 (High Sierra) or later, 4 GB RAM (8 GB recommended), 500 MB free disk space (more for stored backups).
- Network: Internet connection for IMAP/Exchange and cloud backups.
Windows: Installation & Initial Setup
1) Download and install
- Download the Windows installer from the Stellar website.
- Run the installer, accept terms, choose install location, and complete the setup.
2) Launch and activate
- Open Stellar Mail Backup. If you purchased a license, enter the activation key in the Help > Activate menu. The free/trial mode may limit export options.
3) Add an email account
- Click “Add Account” or “New Backup”.
- Choose the account type: IMAP, Exchange, or local Outlook profile.
- For IMAP: enter email, password (or app-specific password), IMAP server and port (IMAPS typically 993) and select SSL/TLS.
- For Exchange: provide server address and credentials; use Autodiscover if available.
- For Outlook: select the Outlook profile to back up (the software will detect installed Outlook profiles).
4) Configure backup options
- Select folders to include/exclude (Inbox, Sent, Archive, custom folders).
- Choose export format: PST (Outlook), MBOX (cross-platform), EML (individual messages).
- Set attachment handling: include attachments, exclude large attachments, or save attachments separately.
- Configure folder mapping if migrating to another account.
5) Destination selection
- Choose local folder, external drive, NAS, or cloud destination (Dropbox, Google Drive, OneDrive).
- Verify destination has sufficient free space and write permissions.
6) Scheduling backups
- Open Schedule settings and create a schedule: daily, weekly, monthly, or at system startup.
- Configure retention: keep last N backups or backups within a time window.
- Enable incremental backups to save time/storage—only new messages are saved after the initial full backup.
7) Run the backup and verify
- Run a manual backup to test.
- After completion, use the built-in viewer or import the exported file into Outlook/Mail client to verify folder structure, message integrity, and attachments.
macOS: Installation & Initial Setup
1) Download and install
- Download the macOS DMG from Stellar’s site.
- Open the DMG, drag the app into Applications, and eject the DMG.
2) Grant permissions
- On first launch, macOS may require permissions to access Mail, Contacts, or Files. Grant the requested permissions under System Settings > Privacy & Security.
3) Activate (if licensed)
- Enter your license key in the app’s Activation section. Trial mode has limitations.
4) Add an email account
- Click “New Backup” and select account type: IMAP, Exchange, Apple Mail, or Thunderbird.
- For Apple Mail: Stellar can access local Mailboxes (Mail.app) if you grant permission.
- For IMAP/Exchange: enter credentials and server settings as on Windows.
5) Configure options and destination
- Select folders/mailboxes to back up, choose export format (PST/MBOX/EML), and pick local drive, external disk, NAS, or cloud destination.
6) Scheduling on macOS
- Create a schedule in the app. On macOS, ensure the app is allowed to run in background (Energy Saver settings) so scheduled tasks run reliably.
7) Test backup and validate
- Run a manual backup, then open the saved MBOX/PST/EML in Mail.app or another client to verify.
Restoring and Migrating Mail
Restore to the same client
- Import PST into Outlook via File > Open & Export > Import/Export.
- Import MBOX into Thunderbird via ImportExportTools NG or into Apple Mail via File > Import Mailboxes.
Migrate to a different client or account
- Use export formats as an interchange: PST → convert/import to Outlook; MBOX/EML → import to Thunderbird/Apple Mail; IMAP restore → upload messages back to a target IMAP account.
Scheduling and Automation Tips
- Use incremental backups to reduce duration and storage.
- Store at least one backup copy offsite or in cloud storage for disaster recovery.
- Combine Stellar Mail Backup with disk-image backups for full system recovery.
Verifying Backup Integrity
- Periodically restore a random backup to a test account to confirm data integrity.
- Check email counts and attachment sizes against the live account.
- Use checksums or file timestamps to spot incomplete transfers.
Troubleshooting — Common Issues
- Authentication failures: enable app-specific passwords for accounts with 2FA.
- Connection errors: confirm server/port/security settings and network/firewall rules.
- Permission issues on macOS: re-grant Full Disk
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