Exporting Mailbox content to a .pst file

1. Start Outlook if it is not already open. From the Outlook File menu in the upper left, select Import and Export.



2. In the Import and Export Wizard dialog box, select Export to a file, then select Next.



3. In the Export to a File dialog box, select Personal Folder File (.pst), then Next.



4. In the Export Personal Folders dialog box, select Mailbox - <User Name>, then select Include subfolders to include all folders for the account. Select the Next button.
   NOTE: you may have to use a scrollbar on the right to find your main Mailbox.



5. At the top of the Export Personal Folders window, in the Save exported file as field, Outlook names the file "backup.pst" by default and displays the path for saving the file on your computer's Desktop. Select Finish to accept these default settings.
   Note: Select Browse and to save to a different location on your computer if you prefer, or to rename your .pst file.

   

6. A Create Microsoft Personal Folders window will appear.
   
   
   
   • The Name is the heading that will appear at the top of a folder list in the Navigation pane when the .pst is opened using Outlook. Type in whatever is logical for you or keep the default name, "Personal Folders".
   • If desired, you may type in an password that will be required when the Personal Folders File is opened. IMPORTANT: If you forget the password there is no way to retrieve it or otherwise open the .pst you are creating; be sure to keep track of any password used here.
   • If you use a password and do not want to be prompted to enter it whenever you open this set of personal folders in Outlook, check the Save this password in your password list box.
   Select OK to continue.
7. Your computer will pause as the .pst file is created; if you have a lot of items to back up you may see a window that shows the status of each item as it is backed up. No notice will appear to indicate that the back up is done, simply verify that the "backup.pst" file is displayed on your desktop when Outlook has finished (if you have changed the location and/or name in step 5 above, look for the appropriate file name/location).

Importing Mailbox content from .pst file

NOTE: Importing a .pst file allows you to merge items into one Mailbox/list of folders. If you would simply like to open the .pst file and be able to view email messages, calendar items, etc. from within Outlook as a separate list of folders, simply:

1. Select File - Open - Outlook data file from the upper left menu.
2. Browse to the .pst file on your computer that you would like to open, select it and click OK.
3. The .pst items will appear in the left Navigation pane of Outlook; click on the + or - sign to the left of the .pst's title to expand or collapse the list.

Steps to Import (merge items) from a .pst:

1. With Outlook open, select Import and Export from the upper left File menu.

   

2. From the Import and Export Wizard window select Import from another program or file, then Next.



3. In the next window select Personal Folder File (.pst), then Next. You may need to use the scroll bar on the right to find this option.

   

4. In the Import Personal Folders window, select Browse and locate your desired .pst file - in this example we are opening the "backup.pst" file that is saved on the Desktop. Select the Next button.
   NOTE: The three Options in this window allow you to change what will happen with any duplicate items (email messages, calendar appointments, tasks, etc.) that may exist if you are importing into an existing list of folders. If you are not sure about duplicates, select the second option, Allow duplicates to be created, to be safe.

   

5. If a password was set when the .pst file was created, you will be prompted to type in that password. At the next window, make sure that the topmost heading of the .pst file is selected (by default it is called Personal Folders, or you may have typed in a different name in step 6 of Creating Personal Folders above), and that the Include Subfolders box is checked to include all items from the .pst file during the import.

   

6. Leave the default Import location selected, Import items into the same folder in: Mailbox - <User Name>, to merge email messages, tasks, etc. into the same folders of your current Outlook profile. Select Finish.
7. Outlook imports your email, appointments, tasks, etc. into your current profile.