About Importing and Exporting
You can export your email and mail folders, calendar and appointments, tasks, notes and additional content from Outlook as a .pst file and import everything in one go onto a different computer or into another mail profile. The .pst file can be saved to a network drive or other media as with any other type of data, however they can only be opened within Outlook; other programs will not be able to open a .pst file.
IMPORTANT: data from CUMC IT Exchange accounts must be encrypted, if you export your data it must be saved according to encryption requirements.
The following tutorial covers exporting and importing an entire Mailbox. Your Mailbox typically includes your Inbox, Sent Items, Deleted and other mail folders, Calendar, and other items that are listed as sub folders of the Mailbox as it appears in the left Navigation pane in Outlook. Storing older items via an export or using auto archiving are ways to move messages and other data that you don't access frequently, and will prevent quota issues with items stored on the Exchange server.
Exporting Mailbox content to a .pst file
2. In the Outlook Options window that appears, select the Advanced link on the left then the Export button to the lower right.
3.In the Import and Export Wizard dialog box, select Export to a file, then select Next.
4.In the Export to a File dialog box, select Outlook Data File (.pst), then Next.
5.In the Export Outlook Data File dialog box, select the desired heading (usually your full name) then select Include sub folders to include all folders for the account. Select the Next button.
NOTE: you may have to use a scroll bar on the right to find your main Mailbox.
6.At the top of the Export Outlook Data File window, in the Save exported file as field, Outlook names the file "backup.pst" by default and displays the path for saving the file in your computer's Documents folder in a sub folder called Outlook Files. 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.
7. A Create Outlook Data File window will appear.
In both fields type in a 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. Select OK to continue.
8. 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 appears in your Documents\Outlook Files folder when Outlook has finished (if you have changed the location and/or name in step 6 above, look for the appropriate file name/location).
You can export your email and mail folders, calendar and appointments, tasks, notes and additional content from Outlook as a .pst file and import everything in one go onto a different computer or into another mail profile. The .pst file can be saved to a network drive or other media as with any other type of data, however they can only be opened within Outlook; other programs will not be able to open a .pst file.
IMPORTANT: data from CUMC IT Exchange accounts must be encrypted, if you export your data it must be saved according to encryption requirements.
The following tutorial covers exporting and importing an entire Mailbox. Your Mailbox typically includes your Inbox, Sent Items, Deleted and other mail folders, Calendar, and other items that are listed as sub folders of the Mailbox as it appears in the left Navigation pane in Outlook. Storing older items via an export or using auto archiving are ways to move messages and other data that you don't access frequently, and will prevent quota issues with items stored on the Exchange server.
Exporting Mailbox content to a .pst file
- With Outlook open, select the File tab in the upper left, then the Options link.
If you are using Outlook 2007, select File - Import and Export, and skip to step 3 below.
2. In the Outlook Options window that appears, select the Advanced link on the left then the Export button to the lower right.
4.In the Export to a File dialog box, select Outlook Data File (.pst), then Next.
5.In the Export Outlook Data File dialog box, select the desired heading (usually your full name) then select Include sub folders to include all folders for the account. Select the Next button.
NOTE: you may have to use a scroll bar on the right to find your main Mailbox.
6.At the top of the Export Outlook Data File window, in the Save exported file as field, Outlook names the file "backup.pst" by default and displays the path for saving the file in your computer's Documents folder in a sub folder called Outlook Files. 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.
7. A Create Outlook Data File window will appear.
8. 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 appears in your Documents\Outlook Files folder when Outlook has finished (if you have changed the location and/or name in step 6 above, look for the appropriate file name/location).