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To copy Outlook email and other items from one account into another, use classic Outlook to export the items to an Outlook Data File (.pst), then import that file into the destination account. First identify what you mean by “transfer”: copying mailbox content is different from changing your sign-in address, moving an organization’s mailbox, or setting up Outlook on a new computer.
Choose the right kind of transfer
The correct route depends on where your data is stored and what you want to move. A PST transfer copies selected Outlook items; it does not change account credentials or perform an administrator-managed mailbox migration.
| What you have or want | Recommended route |
|---|---|
| Copy email and other Outlook items to another account | Export selected items to a PST in classic Outlook, add the destination account, then import the PST. Microsoft’s export guidance and import guidance describe these steps. |
| Move an Outlook.com mailbox | Use desktop Outlook to export a copy. Windows uses PST; legacy Outlook for Mac uses OLM. The copy includes content through the time of export. Microsoft: export an Outlook.com mailbox. |
| Set up an existing Microsoft 365, Exchange, or Outlook.com account on another computer | Add the account in Outlook and let it sync. Mail for these account types is generally stored on the server; Outlook recreates its local OST file. Copying an OST is not the transfer method. Microsoft: find and transfer Outlook data files. |
| Move POP account data to another computer | The mail may already be stored in a PST. Copying that file moves data, but does not configure the account on the new computer. Use Microsoft’s data-file guidance alongside the account’s setup process. |
| Move local content from the older Windows Mail, Calendar, or People apps | Handle local messages, events, and contacts as EML, ICS, and CSV files respectively; do not assume they will all appear in new Outlook automatically. Microsoft: migrate from Mail, Calendar, and People. |
If you want to change the email address used to sign in, transfer passwords, or move a work mailbox between Microsoft 365 organizations, the PST method is not the solution. Use the relevant Microsoft account process or ask the organization’s Microsoft 365 administrator about a mailbox migration.
Copy items between accounts with classic Outlook for Windows
Microsoft’s documented full mailbox import route uses classic Outlook. New Outlook’s PST features are evolving, but Microsoft’s export/import instructions still direct users to classic Outlook for importing PST mailbox and calendar data. Check the current Microsoft import instructions for the installed version before starting.
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1. Add the destination account
Set up the account you are transferring items into in Outlook and confirm that it appears in the folder pane. This makes the destination available to select during import.
2. Export the source items to a PST
- In classic Outlook, select File > Open & Export > Import/Export.
- Choose Export to a file, then Outlook Data File (.pst).
- Select the mailbox or folder to export. Choose Include subfolders if you want its nested folders included.
- Choose where to save the PST and complete the wizard. Keep the file somewhere accessible to the computer where you will import it.
Exporting creates a copy; it does not delete the source items. Email attachments are included. A PST does not preserve every mailbox property or setting: Microsoft lists folder properties, views, permissions, AutoArchive settings, rules, and blocked-sender lists among the items not transferred. See Microsoft’s export and backup guidance.
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3. Import the PST into the destination
- In classic Outlook, select File > Open & Export > Import/Export.
- Choose Import from another program or file, then Outlook Data File (.pst).
- Browse to the PST you exported and choose how Outlook should handle duplicate items.
- Select the destination mailbox or folder for the imported items, then complete the wizard.
4. Check the imported content
Before removing the source account or discarding the PST, inspect representative folders and items in the destination. Check that messages, attachments, contacts, calendar entries, and folder placement match what you intended to copy. Keep the original PST and source mailbox until you are satisfied with the result.
Important differences between PST, OST, and account settings
A PST is a portable data file that can hold exported Outlook items. It is useful for making a copy or carrying locally stored data, but it is not a complete account backup. An OST is a local synchronized cache for accounts such as Microsoft 365, Exchange, and Outlook.com; Outlook creates it again when you add the account. Microsoft Support states: “Moving a .pst file from one computer to another doesn’t transfer your email account settings.” Read Microsoft’s data-file explanation.
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That distinction matters when changing computers: transfer a PST when it contains the data you need, then separately add and configure the email account. For server-backed mail, signing in and allowing Outlook to sync is normally the way to see the mailbox on the new device.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Outlook.com, new Outlook, and other special cases
Outlook.com mailbox export
Microsoft’s guidance says to use desktop Outlook to export an Outlook.com mailbox. The export is a copy through the export date, not a continuing sync. On Windows, the output is PST; Microsoft identifies OLM for legacy Outlook for Mac. Refer to the Outlook.com export instructions for the applicable client steps.
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New Outlook
New Outlook has gained some PST handling and email-movement capabilities, but the Microsoft import guidance for bringing PST mailbox and calendar data into a mailbox points to classic Outlook. Because support can change, confirm the latest instructions for your Outlook build rather than assuming that every PST operation is available in new Outlook. See Microsoft’s PST import page and its PST opening guidance.
Older Windows Mail, Calendar, and People data
If the source is local data from these older Windows apps, use the documented file types rather than treating it as an Outlook mailbox PST: messages may be exported as EML, events as ICS, and contacts as CSV for migration to new Outlook. Follow Microsoft’s migration instructions.
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Third-party account syncing
Some Outlook clients can synchronize a copy of supported non-Microsoft email, contacts, and events with Microsoft Cloud. That is a synchronization option, not a universal one-time transfer from one account to another. Check Microsoft’s description of account syncing with Microsoft Cloud to determine whether it applies to your account and client.
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