PST Export/Import

How to export Outlook data

If you want to back up only some of your Outlook data, you can create a new backup .PST file of only the data that you want to save. This is also known as exporting .PST file data. For example, you might want to use this section if you have important information in only some folders and you have other, less important items in much larger folders. You can export only the important folders or contacts and omit folders like Sent Mail. 

In Outlook 2010/2013

Follow these steps to export a specific folder:

1. Open Outlook

2. Click 'File' 3. Click 'Open & Export' and select 'Import/Export'

4. Select 'Export to a file'. Click 'Next'

5. Click Outlook Data File (.PST), and then click 'Next'

6. Select the folder to export, and then click 'Next'

PLEASE NOTE: We would advise carrying out  full export of a mailbox for the purpose of a migration (i.e. select the file at the top of the tree list)

7. Select the location where you want the new .PST file to be saved

8. Click 'Finish' 

In an earlier version of Outlook:

Follow these steps to export a specific folder:

1. Open Outlook

2. On the 'File' menu, click 'Import And Export'. If the menu item is not available, move your pointer over the chevrons at the bottom of the menu, and then click 'Import and Export'

3. Click 'Export To File', and then click 'Next'

4. Click 'Personal Folder File' (.PST), and then click 'Next'

5. Click the folder to which you want to export the .PST file, and then click 'Next'

6. Click 'Browse', and then select the location where you want the new .PST file to be saved

7. In the 'File Name' box, type the name that you want to use for the new .PST file, and then click 'OK'

8. Click 'Finish'

PLEASE NOTE: Folder design properties include permissions, filters, description, forms, and views. If you export items from one .pst file to another, no folder design properties are maintained.

How to import data into Outlook

You can use the backup copy of your .PST file to restore your Outlook data if the original .PST file is damaged or lost. Everything that is saved in the .PST file is returned to Outlook. 

In Outlook 2010/2013

Follow these steps to restore, or import, your data into Outlook: 

1. Click the 'File' tab2. In the Open category, click 'Import'
3. In the Import and Export Wizard, click 'Import from another program or file' and then click 'Next'

4. Click 'Outlook Data File' (.PST), and then click 'Next'

5. Type the path and the name of the .PST file that you want to import, or click 'Browse' to choose the file to import
6. Note: Under 'Options', it is recommended that you click 'Do not import duplicates', unless you want the imported information to replace or duplicate items that are already in Outlook

7. Click 'Next'

8. Select the folder that you want to import. To import everything in the .PST file, select the top of the hierarchy

9. Note: The top folder (usually Personal Folders, Outlook Data File or your email address) is selected automatically. Include subfolders is selected by default. All folders under the folder selected will be imported

10. Click 'Finish'

In earlier versions of Outlook

Follow these steps to restore, or import, your data into Outlook: 

1. If the .PST file that you want to import is stored on a removable device, such as a floppy disk, a portable hard disk drive, a CD-ROM, a magnetic tape cassette, or any other storage medium, insert or connect the storage device, and then copy the .pst file to the hard disk drive of the computer.

2. When you copy the .PST file, make sure that the Read-Only attribute is not selected. If this attribute is selected, you might receive the following error message: The specified device, file, or path could not be accessed. It may have been deleted, it may be in use, you may be experiencing network problems, or you may not have sufficient permission to access it. Close any application using this file and try again

3. If you receive this error message, clear the Read-Only attribute, and then copy the file again

4. Open Outlook

5. On the File menu, click 'Import and Export'. If the command is not available, move the pointer over the chevrons at the bottom of the menu, and then click 'Import and Export'

6. Click 'Import from another program or file' and then click 'Next'

7. Click 'Personal Folder File' (.PST), and then click 'Next'

8. Select the folder that you want to import. To import everything in the .PST file, select the top of the hierarchy

9. Click 'Finish'

Notes

• Folder design properties include permissions, filters, description, forms, and views. If you import items from one .pst file to another, no folder design properties are maintained.
• In some cases it would be beneficial when syncing large data files to ensure that the user machine does not go into hibernation or sleep mode. Running a slideshow of pictures or specifically altering the power settings of the user machine would be beneficial or advisable during this time.

How to transfer Outlook data from one PC to another PC

You cannot share or synchronize .pst files between one computer and another computer. However, you can still transfer Outlook data from one computer to another computer. 

This is done is 3 easy steps:

1. Export the user's Outlook data

2. Copy/write or move the exported .pst file onto a CD,DVD-ROM or other portable storage media, or copy the file to another computer over a LAN/WAN link

3. Import the exported .pst file into User's outlook profile 
Notes

• Connecting to .pst files over LAN/WAN links is not supported, and problems connecting to .pst files over such links can occur
• Personal folder files are unsupported over a LAN or over a WAN link 
• You might also want to create a new, secondary .pst file that is intended for transferring data only. Save the data that you want to transfer in this new .pst file and omit any data that you do not want to transfer. If you need to make a secondary .pst file to store data for transfer between two different computers, or for backup purposes, use the following steps
• In some cases it would be beneficial when syncing large data files to ensure that the user machine does not go into hibernation or sleep mode. Running a slideshow of pictures or specifically altering the power settings of the user machine would be beneficial or advisable during this time

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• Diagnostics log collection in Support and Recovery Assistant
• Add an Outlook.com or Office 365 account
• How to Create Email Account in the Control Panel
• Groups naming policy