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To move an Outlook archive, close Outlook, copy the .pst file to the new computer, then open it in Outlook. Choose Open to browse the archive separately; choose Import only if you want items copied into a mailbox or folder. Those actions are different, and the available steps vary between classic and new Outlook.
What a PST contains—and whether you need one
An Outlook Data File (.pst) can hold email, contacts, calendar appointments, tasks, notes, and journal entries. People use PST files as local archives or backups. Microsoft describes how to back up Outlook email and create a PST file.
Do not assume that an account’s live Outlook data is stored in a portable PST. Many Microsoft 365, Exchange, IMAP, and Outlook.com accounts use an OST file as a synchronized offline copy of server data. POP accounts commonly store information in PST files. An OST is not generally a substitute for a PST archive you intend to transfer; Microsoft says a separate backup of the OST is unnecessary because it is already a copy of live server information. See Microsoft’s guide to finding and transferring Outlook data files.
Decide whether to copy, create, open, or import
- Copy an existing PST when you need to move the file or preserve a local copy.
- Create or export a PST if you do not yet have one. In classic Outlook, go to File > Open & Export > Import/Export > Export to a file > Outlook Data File (.pst). Select the folder to export, choose a destination and filename, and finish the wizard. Select Include subfolders if you need nested folders. Exporting copies the selected data; it does not remove the original items from Outlook. Some information, including folder properties, rules, and blocked-sender lists, is not exported. Microsoft’s PST creation instructions cover this process.
- Open the PST to attach it in Outlook and browse or search its contents separately from your mailbox.
- Import when you want selected items copied into an existing mailbox or folder.
Find the PST on the old computer
Microsoft lists DocumentsOutlook Files as a common location for newer Outlook data files. Earlier Outlook versions may store them under the user’s AppDataLocalMicrosoftOutlook folder. These are common locations, not guarantees; the file may have been saved elsewhere. In classic Outlook, you can use File > Open & Export > Open Outlook Data File to select an existing file. Depending on setup, Outlook may open the folder containing the file automatically. For more detail, see Microsoft’s instructions for opening and finding items in a PST.
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Copy the PST to the new computer
- Close Outlook before manually copying the file, so Outlook is not actively using it.
- Copy the
.pstfile to a location you can access from the new computer. You can use a USB flash drive or another available location; USB is optional. - Set up the email account in Outlook on the new computer if you also need to use its mailbox.
- Keep the original file until you have confirmed the copied PST opens and contains the items you need.
Microsoft’s transfer instructions describe copying the PST from the old computer, setting up the account on the new computer, and opening the file there. Its troubleshooting guidance also lists copying the PST to the computer, a USB flash drive, or another location as an option: Fix problems importing an Outlook PST file.
Open the PST or import its contents
| Choice | What happens | Use it when |
|---|---|---|
| Open | The PST is attached as a separate data file; its contents remain separate from the mailbox. | You want to browse or search an archive without copying all its items into a mailbox. |
| Import | Items from the PST are copied into a mailbox or folder you choose. | You want selected archive items consolidated with mailbox content. |
Open in classic Outlook
Choose File > Open & Export > Open Outlook Data File, select the PST, and open it. The file appears in Outlook’s folder list. If you only need a few items in your mailbox, open the PST and drag those items into existing Outlook folders.
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Open in new Outlook
Microsoft’s current new Outlook instructions use Settings > Files > Outlook Data Files > Add file, subject to the requirements for that version and account. Check Microsoft’s current PST opening guidance if the option is unavailable.
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Import in classic Outlook
Go to File > Open & Export > Import/Export, select Import from another program or file, and choose the PST. Follow the wizard to select duplicate handling and a destination folder. Check the destination before completing the import, especially if the mailbox already contains some of the same messages or contacts. Microsoft’s PST import instructions describe the process.
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Check new Outlook support before importing
Microsoft’s guidance on importing PST contents into a mailbox has varied across its pages and rollouts: one page describes new Outlook PST-to-mailbox import steps, while another says mailbox or calendar import from PST is not currently supported there and directs users to classic Outlook. Check the current instructions for your installed version and account before starting. If the import option is missing, use classic Outlook for the documented import workflow. The relevant Microsoft pages are Import email, contacts, and calendar from a PST and Export emails, contacts, and calendar items to Outlook using a PST file.
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Troubleshoot common transfer problems
- Subfolders are missing from an export: Re-export from classic Outlook and ensure Include subfolders is checked. Microsoft also lists copying the PST to the computer, a USB flash drive, or another location among its troubleshooting options. See Microsoft’s PST import troubleshooting guide.
- The PST is in OneDrive and sync is slow or stuck: Large PST files may slow OneDrive synchronization or cause messages such as “Processing changes” or “A file is in use.” Microsoft identifies this operational risk, but does not state one universal safe file-size limit. Consider keeping the working PST outside a location that is actively synchronizing while you use it.
- The file does not appear in Outlook: Confirm that you selected the copied
.pstfile, rather than an OST or another file, and use the open-data-file command for your Outlook version. If a menu or import option differs, consult the current Microsoft page for that version because new and classic Outlook do not always expose the same features.
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