Export or backup email, contacts, and calendar to an Outlook



Export or backup email, contacts, and calendar to an Outlook .pst fileApplies To:?Outlook for Office 365?Outlook 2016?Outlook 2013?Office for business?More...When an Outlook app - such as Outlook 2016 - is installed on your computer, you can use it to move email, contacts, and calendar items from one email account to another.For example, let's say you have an Office 365 mailbox and a Gmail account. You can add both of them to Outlook 2016. Then, you can use Outlook 2016 to export items from your Gmail account and import them to your Office 365 mailbox.You export items by creating a .pst file, which is an Outlook Data File that contains your messages and other Outlook items and is saved on your computer. To learn how to import items after you export them, see?Import email, contacts, and calendar from an Outlook .pst file.How to export email, contacts, and calendar items from Outlook to a .pst fileChoose from the following list of export instructions. HYPERLINK "javascript:" Office 365: Export from your Office 365 mailbox to a .pst file HYPERLINK "javascript:" Outlook 2013 and 2016: Export Outlook items to a .pst fileAt the top of your Outlook ribbon, choose?File.If your ribbon doesn't have a?File?option in the top left corner, see?What version of Outlook do I have??to determine your version of Outlook and to get to the right export instructions.Choose?Open & Export?>?Import/Export.Choose?Export to a file.Click?Outlook Data File (.pst), and then click?Next.Select the name of the email account?to export, as shown in the picture below. Only information for one account can be exported information at a time.Make sure that the?Include subfolders?check box is selected. This way everything in the account will be exported: Calendar, Contacts, and Inbox. Choose?Next.Click?Browse?to select where to save the Outlook Data File (.pst). Type a?file name, and then click?OK?to continue.Note:? If you’ve used export before, the previous folder location and file name appear. Type a?different file name?before clicking?OK.If you are exporting to an existing Outlook Data File (.pst), under?Options, specify what to do when exporting items that already exist in the file.Click?Finish.Outlook begins the export immediately unless a new Outlook Data File (.pst) is created or a password-protected file is used.If you’re creating an Outlook Data File (.pst), an optional password can help protect the file. When the?Create Outlook Data File?dialog box appears, type the?password?in the?Password?and?Verify Password?boxes, and then click?OK. In the?Outlook Data File Password?dialog box, type the?password, and then click?OK.If you’re exporting to an existing Outlook Data File (.pst) that is password protected, in the?Outlook Data File Password?dialog box, type the?password, and then click?OK.Now that your Outlook data is in a .pst file, it's portable. For example, you can save the .pst file to OneDrive, and then download it to your new computer. Or you can save it to a usb flash drive, plug the drive into your new computer, and then?import your email, contacts, and calendar to Outlook. HYPERLINK "javascript:" Outlook 2010: Export Outlook items to a .pst file HYPERLINK "javascript:" Outlook 2007: Export Outlook items to a .pst fileWhat data is exported?When Outlook exports email, contacts, and calendar info to a .pst,?it makes a copy of the information. Nothing leaves Outlook. You'll still see and have access to your email, contacts, and calendar in Outlook.When Outlook exports emails,?it includes any attachments to the emails.Outlook does not export meta-data such as folder properties (views, permissions, and AutoArchive settings); message rules; and blocked senders lists.When should I export (backup)/import a .pst file?You want to move email from one email account to another email account.For example, let's say you have an old Yahoo email account, jakobsol77@. And you want to move your email to a new Office 365 email account, jakobsol78@.Using Outlook on your desktop, you can?add?both accounts to Outlook. Wait a while for all of your email to show up (if you have a lot, this can be a long time). Then, use Outlook to export the email from your Yahoo account to a .pst file. Finally,?import the .pst file to your Office 365 account.You're moving from PC to PC: You're moving your email from one computer with Outlook on it to another computer with Outlook on it.For example, let's say your old computer has Outlook 2007 and you just got a new computer with Outlook 2016. Export your email data from Outlook 2007 (described in this article) and?import?it to Outlook 2016.You're moving from PC to Mac: For example, when you're moving your email from Outlook on a PC and?importing?to Outlook 2016 on a Mac.You want periodic backups: When you want to periodically backup all of your email, contacts, and calendar to a safe place. After you create the .pst file, copy it to a safe location, such as a USB flash drive, another hard drive, or cloud storage such as OneDrive or Dropbox.There's no automated way periodically backup everything (old and new).?Auto-archive?only backs up old items, and it moves them rather than making a copy.If you?only want to backup your contacts,?see?Export contacts from Outlook. It explains how to copy your contacts to a .csv file. ................
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