Outlook: Import and Export Data (.pst)

Backup and restore from .pst file

KB ID 0000154


You want to import your mail from an older version of Outlook  into your new Outlook mailbox, or you simply want to backup your mail.


Thankfully the process is the same for modern Outlook as it was for previous versions of Outlook.

1. In Outlook > Select the “File” Tab > Open > Open & Export > Import/Export

Note: On older versions of Outlook  its simply Open > Import (you select Import even if your going to Export!)

Outlook Import and Export


2. Export to a file.

Export Email From Outlook

3. Outlook Data File (.pst).

Export PST From Outlook

4. Select your mailbox, select the ailbox – {username} > To back up everything (calendar contacts the lot), tick “Include sub folders” > Next.

Note: If using a POP mail account, here it may say Personal Folders.

Export Mailbox From Outlook

5. Choose a location to save the .pst file.

Outlook Export to PST

6. If you want to password protect this (remember someone can import your .pst and read all your mail). I usually leave this option blank > OK.

Password protect PST

7. After a few seconds the mailbox will export. (Note: if the mailbox is very small this might happen so quickly nothing is displayed on the screen). And there it is.

Exported PST

To “Import” your mailbox,

1. Launch thewWizard as above (Step 1) > Select “Import from another program or file” > Next.

Outlook Import from PST

2. Outlook Data File (.pst) >Next.

Outlook Import PST

3. Browse to, and select your .pst file > Next.

Outlook Import PST Location

4. Stop and think! where do you want to import the files to? Select as appropriate > Finish (Note at this point if the .pst is password protected you will be prompted for a password).

Outlook Import PST Instructions

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Author: Migrated

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