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Importing and Exporting outlook data files

Difficulty: Beginner

Prerequisites

Have a new mailbox setup in Microsoft Outlook.

Overview

By exporting & importing you can create secure backups of your mail as well as allowing you to move your mail over to another computer or mail account with ease.

Instructions (Exporting)

Note: This process will freeze outlook while it exports.

  1. Open Outlook in the profile you wish to export your mail from. 
  2. Click on the file tab in outlook.
  3. Select Open & Export > Import/Export.
  4. Click on "Export to a file" and then "Next".
  5. Select "Outlook Data File (.pst)" and click "Next"
  6. Click on top row that contains your email address and make sure "Include subfolders" is ticked.
  7. Click Finish 
  8. Set a password you can remember and then click okay.
  9. The .pst file will now export and outlook will be unusable for a few minutes.

 

Instructions (Importing)

  1. Open Outlook in the profile you wish to import your mail to. 
  2. Click on the file tab in outlook.
  3. Click on "Open & Export" and then "Open Outlook Data File"
  4. Open the file called "Backup"
  5. Scroll down in the reading pane till you see "Outlook Data File"
  6. Copy all your emails and folders into your new mailbox.
  7. Once done you can close the backup by right clicking on "Outlook data File" and selecting "Close Outlook Data File".
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