Trying to move files to an external hard drive. Afraid I have a mess.

1. Can I do an export of All Files in Outlook at once? (Inbox/subfolders, Sent, Drafts etc.) I just did an export to my Desktop 1 by 1.

2. I tried to copy the resulting PST file to an external hard drive....get error that partial file is locked? I'm on my computer that no one else has access to?

3. Until tonight I thought if you wanted to look at your old emails from an EHD you had to bring them into your Inbox...I see from a youtube video you name a new folder to bring them into and you can open the file separately for the old emails. I have over 8,000 em I just backed up. How is this different than when you archive the emails?

I would appreciate any direction to a better system of backing up and having access to em when needed than what I'm doing.

Thanks in advance.