How do you Import and Export Outlook Data Files?

As Outlook stores all its data in either PST or OST files, it becomes necessary to transfer them to new devices when you upgrade, manage them to optimize your Outlook performance or take a backup, as they contain all emails, calendars, contacts, etc.

While both PST and OST files are used for Outlook data storage, their import and export processes are different due to their distinct purposes and relationships with Exchange servers.

The upcoming section will guide you through detailed steps—continue reading, Take a backup of the Outlook data files before importing or exporting as a precautionary measure.

• Manual Ways to Import and Export Outlook Data Files
• Import and Export Outlook Data Files Using Outlook Migration Software

Part 1: Manual Ways to Import and Export Outlook Data Files

Backup Outlook data files before importing or exporting as a precaution.

Exporting and Importing PST Files

Method 1: Manual Import and Export Using Outlook Application

Exporting PST Files:

• Open Outlook.
• Click on File > Open & Export > Import/Export.

• Choose Export to a file > Outlook Data File (.pst)

• Select the folders that you wish to export, choose a location, name the PST file, and click on Finish.

Importing PST Files:

Transfer the PST file to the new device if you are moving Outlook to a new computer. Import the PST files into Outlook using the Import/Export Wizard.

• Open Outlook, File > Open & Export > Import/Export.
• Choose Import from another program or file and click Next.

• Select Outlook Data File (.pst) and choose option Do not import duplicates and click on Next

• Now choose the folders you wish to import and click on Finish.

ALSO: In the case of a password-protected PST file, you will need the password to import/Export it.

Method 2: Importing and Exporting PST FIles from Default Locations

Caution: Be cautious when manually moving or copying PST files, as this can potentially corrupt the file if not done properly, and ensure you have the necessary permissions to access and move the PST file.

Exporting PST Files:

• Locate the PST file (PST file location may vary depending on the Outlook version and Windows version.
• Copy the PST file to any storage drive or cloud storage.

Importing PST Files:

• Transfer the .pst files to the new location and Open the Outlook application
• Use Import/Export Wizard to import the Outlook PST file.

Exporting and Importing OST Files

Unlike PST files, OST files are not intended for direct import or export, but here is how it is done other way:

Method 1: Reconnect to the Exchange Server

Reconnect your Outlook profile to the Exchange server. This will synchronize the OST file with your mailbox and allow you to access the data, here is how it is done:

• Go to File > Account Settings > Account Settings, and select your Exchange account.
• Click on Change and follow the prompts to reconnect to the server.

Method 2: Convert OST to PST

Convert the OST file to a PST file using third-party tools, which can then be imported into Outlook.
You can import the converted PST file using the Outlook Import/Export Wizard.

OST Export Limitations: Why You Cannot Directly Import an OST File

One of the most common points of confusion when trying to import and export Outlook data files is the behavior of OST files. An OST (Offline Storage Table) file is a local cache of your Exchange, Microsoft 365, or IMAP mailbox. Because it is tightly bound to the originating mail profile and server, Outlook does not allow you to import an OST file directly through the standard Import/Export Wizard. Attempting to open or attach an OST from a different profile will result in an access error.

This limitation exists by design: the OST file is encrypted with credentials tied to the specific Exchange account that created it. If your Exchange account is still active, the correct approach is to reconnect Outlook to the server and let it re-synchronize rather than trying to port the OST file itself. However, if the account has been decommissioned for example, after leaving a job or a server migration, the OST becomes an orphaned file and the only way to extract its contents is to convert it to PST format using a dedicated third-party tool.

When evaluating tools to convert an OST to a PST for subsequent import, look for software that preserves folder hierarchy, retains email metadata (sent date, sender, read/unread status), and supports large file sizes exceeding 20 GB. After conversion, the resulting PST file can be imported into any Outlook profile using the standard Import/Export Wizard described in Part 1 above.

Troubleshooting Common Errors When You Import and Export Outlook Data Files

Even when following the correct steps, users frequently encounter errors during the Outlook PST file import and export process. Understanding what each error means and how to resolve it can save significant time and prevent data loss.

• “The file [filename].pst is not an Outlook data file” error: This typically occurs when the PST file is corrupt or was created by an incompatible version of Outlook. Run the built-in Inbox Repair Tool (SCANPST.EXE) located in your Office installation directory (e.g., C:\Program Files\Microsoft Office\root\Office16\) to detect and repair corruption before attempting the import again.
• “Cannot start Microsoft Outlook. Cannot open the Outlook window” after PST import: This error often results from the newly imported PST file being set as the default data file incorrectly. Go to File > Account Settings > Data Files, select your primary PST or Exchange mailbox, and click Set as Default.
• Export to a File option is greyed out: This is most common in Microsoft 365 enterprise environments where administrators have restricted PST export via Group Policy or a DLP policy. Individual home users may also see this if Outlook is not fully licensed. Verify your license status under File > Office Account.
• Import stops partway through with no error message: Large PST files (over 10 GB) can cause the wizard to stall. Try splitting the export into smaller chunks by folder (e.g., export Inbox separately from Sent Items) to reduce the file size per operation.
• Duplicate emails after import: If you selected Allow duplicates to be created during the import wizard, all items will be re-imported regardless of whether they already exist. Re-run the import and choose Do not import duplicates, or use Outlook’s built-in Clean Up tool to remove redundant messages after the fact.

If none of the above steps resolve your issue, Microsoft’s Support and Recovery Assistant (SaRA) tool is a free diagnostic utility that can automatically detect and fix many common Outlook configuration problems, including those affecting the import and export of Outlook data files.

Part 2: Import and Export Outlook Data Files Using Outlook Migration Software

Traditional methods for importing and exporting Outlook data files may have size limitations, conversion requirements, or be an exhaustive process.

If you want an easy way to import and export Outlook data files, consider using an effective Outlook transfer tool to complete this task with just a few simple clicks. We recommend trying Rikvr Transfer for Outlook for a simple, safe, and comprehensive Outlook data transfer.

Steps to use Rikvr Transfer For Outlook to import or export Outlook data:

Part 1: Exporting an Outlook Data File

• Close Outlook and related applications.
• Open Rikvr Transfer For Outlook and click on Transfer Outlook.
• Choose Backup

• Select Advanced Backup.

• Select Backup Now.

• Create a new profile and click on Next.

• A list of Outlook items will be displayed, Check if all folders on .pst or .ost are selected.
• Select a destination location to save the destination location and click on Next.

• After creating the backup file, transfer it to the other system using a pen drive or any form of external storage.

Part 2: Importing an Outlook data file

• Click on Transfer Outlook.
• Select the Transfer option.

• Select the recently generated backup file using the Browse option and click Next.

• Select the Outlook data files and click Next.

• Once the process is completed, click on Finish.

Best Practices While Managing Outlook Data Files

• Regular Backups: Ensure you regularly back up your PST and OST files to prevent data loss in case of corruption or accidental deletion.
  
  
• File Size Monitoring: Regularly monitor the size of your PST and OST files to avoid performance issues. Large files can lead to slower Outlook performance. Archive or delete old or unwanted emails.
  
  
• Use passwords: Protect your PST files with strong passwords to prevent unauthorized access.
  
  
• Update Outlook: Keep Outlook and your system updated to benefit from the latest security patches and performance improvements.

Conclusion

To conclude, This article has a compilation of methods that you can choose from to import and export Outlook data files (PST and OST). We hope you found this article useful in helping you manage or migrate Outlook data.

Frequently Asked Questions