How to migrate locally-stored emails using Outlook

Marc Hertz -

Export Outlook information to an Outlook data file

NOTE    Before you begin, the account that you want to export Outlook information from must already be set up in the desktop version of Outlook.

  1. In Outlook, click File > Open & Export > Import/Export.

    Import/Export command in the Backstage view

  2. Click Export to a file, and then click Next.

    Export to a file option in the Import and Export Wizard

  3. Click Outlook Data File (.pst), and then click Next.

  4. Select the account you want to export by clicking the name or email address, such as anne@contoso.com. If you want to export everything in your account, including mail, calendar, contacts, tasks, and notes, ensure the Include subfolders box is checked.

    NOTE    You can export one account at a time. If you want to export multiple accounts, after one account is exported, repeat steps 1-4.

    Export Outlook Data File dialog box with top folder selected and Include subfolders checked

  5. Click Next.

  6. Click Browse to select where to save the Outlook Data File (.pst) and to enter a file name for the backup. Click OK to continue.

    NOTE    If you’ve used export before, the previous folder location and file name appear. Type a different file name before clicking OK.

  7. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.

  8. Click Finish.

    Outlook begins the export immediately unless a new Outlook Data File (.pst) is created or a password-protected file is used.

    • If you’re creating an Outlook Data File (.pst), an optional password can help protect the file. When theCreate Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.

    • If you’re exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK.

 

Import Outlook information from an Outlook data file

NOTE    Before you can import Outlook information, you must have already exported the Outlook information from an email account to a .pst file. If you have not yet done this, see Export an Outlook data file above.

  1. In Outlook, click File > Open & Export > Import/Export.

    This starts the Import and Export Wizard.

  2. Choose Import from another program or file, and then click Next.

    Import and Export Wizard

  3. Choose Outlook Data File (.pst), and then click Next.

  4. Browse to the .pst file you want to import.

  5. Under Options, choose how you want to deal with duplicates.

  6. Click Next.

  7. If a password was assigned to the Outlook Data File (.pst), enter the password, and then click OK.

  8. Set the options for importing items. The default settings usually don’t need to be changed.

  9. Click Finish.

After you click Finish, Outlook will import the contents of the <FileName>.pst file into the local Outlook data store on your computer. After the data has been copied into the local data store, Outlook will upload the data into your mailbox. If you have lots of data in your mailbox, this may take hours. Make sure that you don't shut down Outlook, and make sure you're connected to the destination account while the upload happens.

TIP    If you want to import or restore only a few items from an Outlook Data File (.pst), you can open the Outlook Data File, and then, in the navigation pane, drag the items from Outlook Data File folders to your existing Outlook folders.

 

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