Importing and Exporting Outlook Data Files

Overview

You can export Outlook Data Files to create secure backups of your mail. You can also export Outlook Data Files to transfer your mail over to another computer or even an online email provider with ease.

Exporting

1. Open Outlook in the Profile you wish to export.

2. Select File in the top left.

3. Select Open & Export then select Import/Export as shown below.

4. A new window will open. This is the Import and Export Wizard. Select Export to a file then select Next.

5. Select Outlook Data File (.pst) then select Next.

6. Select the Top Row and ensure that Include Subfolders is ticked. Then select Next.

7. Select Replace duplicates with items exported then select Finish. Set a password for the PST file and select Begin. This will begin the export process and Outlook will temporarily freeze up during this process.

Please wait for the export to finish before proceeding with the Import Process.

The PST file will be saved to the location you have specified above.

Importing (Method 1: Import Emails)

This method will import part or all of the emails from the data file back into your account.
If you are using an IMAP or Exchange/365 account type, this will also upload and sync the imported emails back to the mail server.

1. Open Outlook in the Profile you wish to import to.
2. Select File in the top left.
   

3. Select Open & Export then select Import/Export.

4. Select Import from another program or file, then click Next.

5. Select Outlook Data File (.pst), then click Next.

6. In the following window;
   1. Click Browse to navigate to the PST file containing your export of emails.
   2. Choose whether to Replace, Allow, or Skip over duplicate emails.
   3. Click Next.

7. In the Import options window;
   1. Select the folder that you wish to import.
   2. Choose whether to include any subfolders within the selected folder to also be imported.
      Note that selecting a parent folder will cause all subfolders under it to also be imported, so selecting the “Outlook Data File” at the top with this option ticked will cause everything else under it to be imported too.
   3. Choose whether to import into the folder you currently had open in your Home view, or to import them into their respective folders under the email address you choose.

Outlook will proceed to import your emails from the selected PST file into the email account or folder you chose.
Depending on how large your PST file is, this process can take between a few minutes to possibly an hour to complete.

Importing (Method 2: Open Data File)

This method does not import the emails back into your email account, rather it is simply a way of opening and viewing the contents of the data file.
If you only wanted to import select emails from certain folders, it may be more suitable to utilize this method and then drag and drop the emails to and from the folders you want.

1. Open Outlook in the Profile you wish to import to. 

2. Select File in the top left.

3. Select Open & Export then select Open Outlook Data File as shown below.

4. Navigate to the PST or Outlook Data File and double-click it. This will begin migrating your emails to the new mailbox or email service.

5. Once complete, navigate back to your Inbox and Scroll Down on the Reading Pane until you see Outlook Data File.

6. Drag the folders and emails over to the new Profile/Mailbox.

7. Once you have complete migrating your emails across, right click on the Outlook Data File and select Close Outlook Data File.

You have successfully migrated your emails to a new Outlook Profile, Mailbox or Email Service.