Import and Export PST Files in Outlook for Windows

At times, you may need the data held in Outlook to exported to a seperate file, commonly either for portability or a backup of email data. The Outlook desktop application allows for it's data to be exported to an Outlook Data File (.pst) for this purpose. 

Alternatively, if you have an existing PST file that you want to ingest into Outlook, you choose to import that file into the accounts loading in Outlook.

Exporting to an Outlook PST File

  1. Open Outlook and go to 'File > Open & Export'

  2. Select Import/Export.
  3. Select Export to a File

  4. Select Next

image
  1. Select Outlook Data File (.PST) 

  2. Select Next

image

  1. Select which part of the mailbox you would like to export
    If you would like to export the entire mailbox select your email address from the top of the list.

  2. Select Next

image

  1. Go to Next and then go to Browse and select the location you would like to export

  2. Select Finish

image

  1. If you want to set a password, enter the required password - Leave blank for no password

  2. Press OK

image

It may take some time for Outlook to process the export if you have a lot of data.


Importing an Outlook PST File

  1. Open Outlook and go to 'File > Open & Export'

  2. Select Import/Export

  3. Select Import from another program or file

  4. Select Next

image

  1. Select Outlook Data File (.pst)

  2. Select Next

image

  1. Select Browse and navigate to the location of the existing PST

  2. Select Next

image

  1. Select the folders from the PST file you want to import

  2. Select where to import the items to

  3. Select Finish

image

  1. If a password is set on the PST file, enter the required password

Depending on the volume of data to be imported, it may take some time.

If you import data into an Exchange account, it will attempt to upload to the Exchange server.