Hosted Exchange Importing and Exporting Outlook Mailbox Content

Outlook allows you to export your mailbox as a .pst Data File which can then be re-imported to your new mailbox profile.

For more help with Outlook and data files, please visit Microsoft Support.

 

  1. Open Outlook and connect to your existing mailbox profile.
  2. Select the File tab in the upper left and then click Options
    Microsoft Outlook - Export mailbox content 1
  3. Click Advanced and then click the Export button to the lower right. 
    Microsoft Outlook - Export mailbox content 2
  4. Select Export to a file and then click Next
    Microsoft Outlook - Export mailbox content 3
  5. Select Outlook Data File (.pst) and then click Next
    Microsoft Outlook - Export mailbox content 4
  6. Select the top folder in the tree (typically either your name or email address) and ensure the Include all subfolders check box is ticked. Click Next
    Microsoft Outlook - Export mailbox content 5
  7. If you wish to choose a different location to save your data file click Browse. Take note of the file path as you will need to retrieve it later. Click Finish
    Microsoft Outlook - Export mailbox content 6
  8. You will be prompted to create a password for your data file. This is optional but recommended. Enter and repeat your password and then click OK.

    IMPORTANT: This password cannot be retrieved. If you forget it you will not be able to open your exported data file again.

    Microsoft Outlook - Export mailbox content 7
  9. Your computer may pause as the .pst file is created. For larger mailboxes you may see a window displaying the status of each item as it is exported.
  10. No notice will appear to indicate that the export has been completed, simply verify that the “backup.pst” file appears in your save folder. Once it does, you may close Outlook.
  1. Open Outlook.
  2. Go to File and then click Open and Import
    Microsoft Outlook - Import mailbox content 1
  3. Select Import from another program or file and then click Next
    Microsoft Outlook - Import mailbox content 2
  4. Select Outlook Data File (.pst) and then click Next
    Microsoft Outlook - Import mailbox content 3
  5. Click Browse and locate the .pst file you exported earlier, then click Next
    Microsoft Outlook - Import mailbox content 4

    NOTE: If you specified a password when exporting the data file, you'll be required to enter it now.

  6. Select the top folder in the tree and ensure Include subfolders is ticked, then click Finish
    Microsoft Outlook - Import mailbox content 5
  7. Outlook will import the contents of the data file into your new mailbox.