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Import email, contacts, and calendar from an Outlook .pst file

Office 365, Outlook 2016, Outlook 2013, Outlook 2010, Outlook 2007

There are several reasons why you might want to import Outlook items from an Outlook Data File (.pst).

  • You want to move Outlook items from one email account to another email account

  • You want to move Outlook items from one PC to another PC

  • You want to move Outlook items from PC to Mac or Mac to PC

  • You want to move Outlook items between local folders and an IMAP server.

Import Outlook items from a .pst file in Outlook for PC

These instructions assume you've already exported your Outlook email, contacts, and calendar from another instance of Outlook, and now you want to import them to Outlook.

  1. At the top of your Outlook ribbon, select File.

    If your ribbon doesn't have a File option in the top left corner, you aren't using an Outlook app installed on your computer.

    This is what the ribbon looks like in Outlook 2016.

  2. Select Open & Export > Import/Export. This starts the Import/Export wizard.

    Choose Open & Export, and then choose Import/Export.

  3. Select Import from another program or file, and then click Next.

    Import and Export Wizard

  4. Select Outlook Data File (.pst) and click Next.

  5. Browse to the .pst file you want to import. Under Options, choose how you want to deal with emails and contacts, then choose Next.

    Choose the .pst file you want to import.

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

  7. If you're importing the contents of your .pst file into your Microsoft 365 mailbox, choose that mailbox here.

    If you're NOT importing into your Microsoft 365 mailbox, choose Import items into the current folder. This imports the data into the folder currently selected.

    To import your email, contacts, and calendar to your Office 365 mailbox, choose that mailbox here.

  8. Choose Finish. Outlook starts importing the contents of your .pst file immediately. When the progress box disappears, the import is finished.

Open an Outlook Data File

If you want to retrieve only a few emails or contacts from an Outlook Data File (.pst), you can open the Outlook Data File, and then, in the navigation pane, drag and drop the emails and contacts from .pst file to your existing Outlook folders.

  • Select File > Open & Export > Open Outlook Data File.

    Open an Outlook data file

    Note: Depending on how Outlook is set up, it's likely the folder where the .pst file is stored will open automatically. If it doesn't, browse to the file's location. If you're not sure where your Outlook data file is located, then depending on your version of Outlook, your version of Windows, and how you set up your account or created the .pst file. You can find your .pst file in one of the following locations:

    • Windows 10  drive:\Users\<username>\AppData\Local\Microsoft\Outlook

    • Windows 10  drive:\Users\<username>\Roaming\Local\Microsoft\Outlook

    • Older versions of Windows    drive:\Documents and Settings\<username>\Local Settings\Application Data\Microsoft\Outlook

  • Select the Outlook Data File (.pst), and then select Open.

  • Once you open the Outlook Data File (.pst), the file will appear in your folder pane. Usually you'll find it at the bottom of the list of folders. The following image is an example. The name of your Outlook Data File (.pst) will likely not be outlook data file. Usually, the name is based on the account the file is associated with. For example, an Outlook Data File for the account yourname@yourdomain.co.uk will likely be named Your Name or yourname@yourdomain.co.uk.

    To open the outlook data file, choose the arrow next to the it.

 

What data is imported?

.Pst files are created when you export or back up email, contacts, and calendar to an Outlook .pst file. Outlook makes a copy of your email to the .pst file.

  • When Outlook exports emails to a .pst file, it includes any attachments. So, when you import a .pst file, you'll see your attachments.

  • Outlook does not export meta-data such as folder properties ( views, permissions, and AutoArchive settings); message rules; and blocked senders lists. So, they won't be imported, either.

  • When Outlook exports email, contacts, and calendar info to a .pst, it makes a copy of the information. Nothing is deleted from Outlook. You'll still see and have access to your email, contacts, and calendar in Outlook.