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How to Export and Import Outlook .pst File

Please follow the instructions below

Before you proceed with this manual. please make sure you login to the webmail and change your email password from the temporary one that was provided to you. Webmail: https://outlook.office.com/

Upon first login, system will ask you to provide the new password twice. You will use this new password during outlook profile setup.

Please note – if you use Outlook on multiple computers, the PST export\import process needs to be performed only once on one of them. Once the export/import is completed, other Outlooks will only require new profile creation (step 2 of this guide)

There are 3 Steps. Follow them in order.

Overview of 3 Steps

  1. Step 1. Export .pst file
  2. Step 2. Add NEW Profile + Troubleshooting
  3. Step 3. Import .pst file

Step 1. Export .pst file

1. At the top of your Outlook ribbon, choose File.
2. Choose Open & Export > Import/Export.
3. Choose Export to a file.
4. Click Outlook Data File (.pst)> Next.
5. Select the name of the email account to export, as shown in the picture below. Make sure you select the name of your mailbox at the top of the options. In the example, below “Jakob Solstad” is at the top of the options.
IMPORTANT! Make sure that the Include subfolders check box is selected. This ensures that everything in the account will be exported: Calendar, Contacts, and Inbox. Choose Next.
6. Click Browse to select where to save the Outlook Data File (.pst). Save the file to your desktop. Name your file with your firstname followed by O365 as shown in example below, and choose OK to continue.
7. Choose Finish.
8. After final step, Outlook will ask if you’d like to password protect your export. Please Leave the Password Fields Blank and click OK.
Note: Export time will range from few minutes to few hours depending on size of your mailbox. Do not interrupt or use Outlook during the export process. Instead, you can check your email from the web by visiting https://outlook.office.com/
9. When the export is complete the export dialogue box will disappear. Please confirm your exported .pst file is on your desktop before proceeding to the next step.

Step 2. Add NEW Profile

1. Open Windows Control Panel. To open Windows Control Panel, click the Windows icon in the lower-left of your screen to open the Start Menu. There, search for “Control Panel.” Once it appears in the search results, just click its icon.
2. Once the Control Panel opens, make sure “small icons” is selected.
3. Click on “Mail”. It may say something like “Mail (Microsoft Outlook 2016) (32-bit)” which is normal.
4. Click “Show Profiles…”
5. Click “Add…”
6. Type in new profile name, please use your first name followed by O365. Click OK.

7. Follow the prompts and fill in the details with the new credentials provided to you.

IMPORTANT! Fill out the form with your first and last name. Provide full email address and your current email password twice.

8. When you see congrats screen hit finish.
9. You will now see multiple profiles listed in the “Always use this profile” dropdown menu. Select the new profile you created and hit “Apply”.
10. Now Start Outlook as you would normally do.

Troubleshooting: Error When Creating a New Email Profile

If you are getting an error when crating new email profile, please check if your host file contains the following entries:

1. Click on start menu, type in “notepad” , right click notepad icon and click Open as “Administrator”

2. Click Yes on “Do you want to allow this app to make changes to your device” quesiton
3. Within notepad window , click on “File” then “Open”
4. Within open window, click on This PC and navigate to the following folder: C:\Windows\System32\drivers\etc
5. Change “Text Documents (*.txt) to “All files” in bottom right corner of this window
6. Open “hosts” file
7. If your host file contain these 3 entries, delete them:
127.0.0.1 autodiscover.outlook.com
127.0.0.1 autodiscover-s.outlook.com
127.0.0.1 outlook.office365.com
8. Close notepad, it will ask you if you’d like to save changes . Click “YES”
9. Retry profile setup within outlook

Step 3. Import .pst file

1. At the top of your Outlook ribbon, choose File.
2. Choose Open & Export > Import/Export.
3. Select Import from another program or file, and then click Next..
4. Select Outlook Data File (.pst) and click Next.
5. Browse to the .pst file on your desktop. Under Options, choose how you want to deal with emails and contacts, then choose Next.
6. Choose Import items into the current folder. This imports the data into the folder currently selected.
7. Choose Finish. Outlook starts importing the contents of your .pst file immediately. When the progress box disappears, the import is finished.
8. Please be patient, this process will take longer than the export process. Do not interrupt or use Outlook during the export process. Instead, you can check your email from the web by visiting https://outlook.office.com/