How to import/export PST e-mail files in Outlook 2007 & 2010

Created by Martin Parkinson, Modified on Sun, 02 Jul 2023 at 03:23 PM by Martin Parkinson

Outlook mailbox data (that’s e-mails, contacts, calendar and tasks) can be backed-up (or exported) into what are known as PST files. Conversely, these PST files can also be imported into Outlook, an operation which is useful for restoring previously backed-up e-mail accounts.



How to backup / export Outlook data to a PST file

Step

2007 Outlook Version

2010 Outlook Version

1.
Within Outlook’s File menu, choose  Import & Export 
Within Outlook’s File menu, choose Options
2.
Click 'Export a File'
Click ‘Advanced’ and then ‘Export
3.
Select ‘Personal Folder File (.pst)’ and click Next
Select ‘Personal Folder File (.pst)’ and click Next
4.
To back up the entire mailbox you must highlight ‘Mailbox – [User Name]’ and check the ‘Include subfolders’ box. Alternatively, you can select individual folders.
To back up the entire mailbox you must highlight ‘Mailbox – [User Name]’ and check the ‘Include subfolders’ box. Alternatively, you can select individual folders.
5.
Click Next
Click Next
6.
Click the Browse button and choose the location where you would like to export the PST file (nb. do not choose the Desktop)
Click the Browse button and choose the location where you would like to export the PST file (nb. do not choose the Desktop)
7.
Click Finish, then click OK
Click Finish, then click OK
8.
Outlook will now backup/export to a PST file in your chosen location.
Outlook will now backup/export to a PST file in your chosen location.





How to import Outlook data from a PST file


Steps

2007 Outlook Version

2010 Outlook Version

1.
Within Outlook’s File menu, choose  Import & Export 
Within Outlook’s File menu, choose Options
2.
Select 'Import from another program or file' and click Next
Click ‘Advanced’ and then ‘Export’ in the right-hand pane
3.
Select 'Personal Folder File (.pst)' and click Next
Select ‘Import from another program or file’ and click Next
4.
Click the Browse Button and locate the PST file you would like to import.
Select ‘Personal Folder File (.pst)’ and click Next
5.
Click Next
Click the Browse button and locate the PST file you would like to import.
6.
Now select the most appropriate import location. Assuming you wish to import the data to the place in Outlook it was originally extracted from you should:
a. Highlight 'Personal Folders'
b. Check 'Include Subfolders'
c. Check 'Import items into the same folder in:
d. Select 'Mailbox - [User Name]' in the drop down box
Click Next.
7.
Click Finish
Now select the most appropriate import location. Assuming you wish to import the data to the place in Outlook it was originally extracted from you should:

a. Highlight ‘Personal Folders

b. Check ‘Include subfolders

c. Check ‘Import items into the same folder in:

d. Select ‘Mailbox – [User Name]’ in the drop down box


8.
Outlook will now import the data from the PST file into Outlook
Click Finish
9.

Outlook will now import the data from the PST file into Outlook.



  [Keywords: Import, Export, Email files, Backup, Outlook 2010]

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