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Export Outlook data from one machine to another


Outlook stores data such as the address book, tasks, contacts and calendar in a .pst file. To move the data to the new machine, you will be exporting the data, by creating another .pst file. Then you will import the data from that .pst file into your Outlook profile on the user's new machine.

Instructions are available from the Microsoft website, at:

I've copied and pasted them in here, adding a few clarifications.

How to export .pst file data

  1. Open Outlook.
  2. On the File menu, click Import And Export. If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu, and then click Import and Export.
  3. Click Export To File, and then click Next.
  4. One the Export Personal Folders screen, you will be prompted to select which data you wish to export. If you select Personal Folders, all Calendar, Contacts, Tasks and local mail will be exported.
  5. Click Browse, and then select the location where you want the new .pst file to be saved.
  6. In the File Name box, type the name that you want to use for the new .pst file, and then click OK.
  7. Click Finish.

How to import .pst file data into Outlook

  1. If the .pst file that you want to import is stored on a removable device, such as a floppy disk, a portable hard disk drive, a CD-ROM, a magnetic tape cassette, or any other storage medium, insert or connect the storage device, and then copy the .pst file to the hard disk drive of the computer.
    When you copy the .pst file, make sure that the Read-Only attribute is not selected. If you get an error at this point, check that the .pst file is not Read-only.
  2. Open Outlook.
  3. On the File menu, click Import And Export. If the command is not available, rest the pointer over the chevrons at the bottom of the menu, and then click Import and Export.
  4. Click Import from another program or file, and then click Next.
  5. Click Personal Folder File (.pst), and then click Next.
  6. Browse to the location of the .pst file with the data you wish to import.
  7. Select the folder that you want to import. To import everything in the .pst file, select the top of the hierarchy (e.g. Personal Folders).
  8. Click Finish.

IS&T Contributions

Documentation and information provided by IS&T staff members

Last Modified:

March 18, 2012

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