Exporting and Importing Data in Outlook on Macintosh. You can export an email account's messages, attachments, folders, contacts, calendar and appointments, tasks, and notes in Outlook as an '.olm' file as a way to save everything if the account is being disabled, or you simply want to 'archive' or store the data on a computer's hard drive instead of in the account space on the mail server.
New Method (Recommended) This method can be used for POP3 or IMAP accounts, as well as SharePoint and Subscribed Calendar data files. First, close Outlook then make sure Outlook is not listed in Task Manager, Processes tab a few minutes after you close it.
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Open the profile ( Control panel, search for Mail) and click on Data files. Select the account and click Open File Location to open the folder containing the PST in Windows Explorer. Close the Account Settings dialog. Move the PST to the desired location.
The PST files used by POP3 accounts can be renamed. (Default name for pst files Outlook creates for email accounts is [email protected]). Reopen the Data Files window and double click on the account's data file. Now you'll get a 'can't find data file' error message, like this: The file C: Users username Documents Outlook Files [email protected] - [email protected] (POP3).pst cannot be found. After you click Ok, you can show Outlook where to find it.
Close the dialogs and you are ready to restart outlook. Don't forget to check your Rules Wizard rules to make sure they're still moving data into the right folders. Video Tutorial: How to move a pst This video tutorial shows how to move a pst file. I'm using Outlook 2016 and Windows 10 but the steps are similar for Outlook 2007 and newer and Windows 7 and newer.
If you have multiple Outlook profiles, you'll need to select the correct profile. Open the Mail dialog in Control panel, click Profiles and double click on the desired Profile, then click Data Files.
Continue with Step 2 above. Old Method Find the current location of the PST by looking at the properties for Personal Folders in File, Account Settings. Then, follow these steps:. Close Outlook. Move the file to the new location. (You can also use this technique to rename the file.). Restart Outlook.
When you're prompted for the location of the now-missing PST file, point to the file in its new location. If mail is being delivered to a pst you moved or renamed, go to File, Account Settings and select the account that uses the pst. Verify the correct pst is listed next to the Change Folder button. If you are moving a.pst file to a different machine that is running Outlook, see Note: this method only works with POP3 or standalone PST files. See if you need to move an IMAP or SharePoint PST files.
Files used by the Outlook Connector cannot be moved using these methods. Other methods It is possible to repoint the folder or file using symbolic links or junction points. You could also use a registry hack to move the user profile folder (this will affect all files in the user profile). For more information, see, and How to Move Shell Folders (and contents). Notes If you try to locate a PST file with Start Find on a Windows system, you need to be aware that Windows treats PST files as hidden files. In Windows Explorer, use Tools Folder Options View to make sure that hidden files are shown. You need to check your Rules Wizard rules to make sure they're still moving data into the right folders.
Diane there is a problem with your (new) procedure - for Outlook 2007 at least. The problem is step 3, where you say 'Close the Account Settings dialog'. The problem is that when you later re-open this dialog after moving the pst file, Outlook just creates a new (blank) pst file in the original location. This seems to be the problem many people are experiencing. The solution is easy - leave the Data files dialog open!
Now when you double-click on the relevant file (after having moved it to the new location), you get the desired 'pst file cannot be found' dialog, followed by the opportunity to browse for it in the new location. Hi Diane, I think there may be some confusion over which dialog needs to be closed. After further testing I established that (in Outlook 2007) if you carry out the extra step of double-clicking on a pst listed under the 'Account SettingsData Files' dialog.before. moving it (not part of the normal process), then the additional properties dialog that opens (headed 'Personal Folders') does indeed put a lock on that pst, however the Data Files dialog by itself doesn't put a lock on it. To recap then, I found that the only way to provoke the necessary 'pst file cannot be found' dialog (which is essential for allowing you to tell Outlook where you have moved it to) was to leave the 'Account SettingsData Files' dialog open whilst moving the file, otherwise (if closed first) it just creates a new (blank) pst when re-opened instead of complaining it can't find it.
I hope this makes sense. Thanks for a great site by the way - my first port of call for any Outlook issues! Thank you but I have a couple of questions: old computer is Win/10 running Outlook 2007. New computer is also running Win/10 but Outlook via Office 365. The new one has Outlook set up and running but of course does not have all old items.
Contacts did sync via iCloud but the same as on the old. Now have a week or two of new email on the new computer and want to bring in all the old email and contact lists. Have multiple email accounts and I do not want to have any effect to the new items on the new computer but sill add all the older items from the old. I have found the.PST file and have it on 'Thumbdrive'. What next and will the new get lost if I bring in the old?
Thank you so much. Hi - I messaged this site once before but I cannpot find the thread anywhere. I moved my Microsoft Outlook folder (with the PST file in it), But without using either the new or the old method - because Im an absolute prize idiot.
I noticed the file appeared in two locations, so I deleted the one I dodnt want (I know - absolute idiot) When I right click the PST file its properties only show 58mb which suggests to me there's now nothing in it? Now when I go to my email account in Outlook - all the sub folders I created have vanished. Only the trash, spam and deleted folders remain. Im getting very lost with all the advice, please please tell me I have just broken the link or patha or explain what has happened and how it can be solved - if at all!!! Hi Diane, I have a POP3 webmail account thatr I added to Outlook. I used a shared laptop, so I decided to set up a password, hoping to then get prompted to enter it when opening Outlook.
In addition to that, I moved my outloook data.pst.file from My documents to a personal folder deeper within (Outlook was running when I did this) Once I moved it, I noticed the outlook data.pst file became duplicated sitting in two locations. So I deleted newly located one, reverting back to the original file in my documents. However, When I then when to Outlook to check my email, all the folders have disappeared, presenting me with just the default folders (junk, deleted, sent, inbox). Where has everything gone?
How can I open the PST file? I have read the whole thread but I dont think anyone has been quite as stupid as I have!!! How do I move 'My Documents' folder (Windows 7) to another drive on the same computer from the C default drive leaving Outlook 2013 in its default place?
When I do this using the built in properties/location/move/destination dialogue for redirecting personal system folders - all works super great EXCEPT Outlook 2013 no longer works - even when I have otherwise changed the Outlook file location in settings - Error Msg = Outlook Data File.pst path specified is not valid which still remains the old default C: Users. Documents Outlook Files path. So it would seem easier just to leave Outlook as is in it's default location - I have tried to re-direct Outlook after using the 'move' folder location function in Windows 7 but have not been successful. Reason is to free up space on a 256GB SSD C drive by moving 'stuff' to a secondary 1TB HDD.
. Default folders Your account starts with these default folders:. Inbox Incoming messages arrive in your Inbox unless you've created an Inbox rule to redirect them to another folder, or they're identified as junk email.
Drafts If you create or respond to a message, but can't finish it right away, it will automatically be saved to your Drafts folder. You can come back to the message later to continue editing it, and then send it.
Sent Items By default, a copy of every message you send is put in your Sent Items folder. Deleted Items When you delete a message, it's moved to the Deleted Items folder. Junk Email Messages that have junk email characteristics but that aren't blocked by a spam filter before they reach your mailbox will automatically be moved to this folder.
Has more information about your Junk Email folder. You may see other folders that have been created by your administrator. Right-click menu for folders Most of what you can do with a folder will be found in the right-click menu. Actions you can take include:. New Folder Use this to create a new sub-folder in the folder you right-clicked. Note: Due to possible mail delivery and syncing issues, do not create subfolders of the 'Inbox.' .
Rename Folder Rename the folder. You can't rename the default folders, such as the Inbox folder. Delete Delete the entire folder. Delete will move the folder to the Deleted Items folder. Delete All Deletes everything in the folder, including any sub-folders. Move Folder Opens a window where you can select a folder to move this folder to.
You can also move a folder by clicking it and dragging it to where you want it. Mark all as read Marks every item in the folder as read.
Permissions Allows you to manage who has access to your access. Folder Properties Allows you to review your storage, permissions, and other settings related to your account. Creating folders You can create additional folders to organize your messages any way you want.
For example, you can create a folder for a specific project, or for all messages sent by a particular person, or all messages sent to a distribution group that you're a member of. To create a new folder, right-click the parent folder you want to create the new folder in. If you want a top-level folder (a folder at the same level as your Inbox), you would use your mailbox as the parent folder. Note: Do not create subfolders of the 'Inbox' due to possible mail delivery and syncing issues. To create a folder within your account:. Right-click your account. Click New Folder.
Type the name you want to use for this folder and press Enter key. Moving folders There are two ways to move a folder. Click the folder you want to move and drag it to where you want it. Right-click the folder you want to move and click Move Folder. A window will pop up that will allow you to search for the destination folder. Click the folder you want to move to and click Move.
Or click Cancel to close the move folder window without moving the folder. The Deleted Items folder When you delete a message, it's first moved to the Deleted Items folder.
You can either let messages stay there, or you can set Outlook to automatically empty your Deleted Items folder when you sign out. Your administrator may have set up a policy to empty items from your Deleted Items folder after they've been there for a preset number of days. For example, there may be a policy that removes anything that's been in your Deleted Items folder for 30 days.
Recover deleted items If your administrator has enabled the recover deleted items feature, you can use it to recover items that have been deleted from your Deleted Items folder. How long items will be recoverable depends on settings that are controlled by your administrator. To recover items that have been deleted from your Deleted Items folder, you must use Outlook on the web. After you have logged into your account, follow. The item will be moved to its default location.
Messages will go to your Inbox, calendar items will go to your Calendar, contacts to your Contacts folder, and tasks to your Tasks folder. Top of Page What else do I need to know?. The folders you create can be at the same level as your default folders, for example, the Inbox or Sent Items folders.
Or, you can create sub-folders within any existing email folder. Due to possible mail delivery and syncing issues, do not create subfolders of the default 'Inbox' folder.
If you want to create a personal information folder as a sub-folder to a mail folder, you can create the folder and then move it to the location you want. Some folders, for example, the Inbox, can't be moved to another location. Some folders, for example, the Inbox, can't be renamed. If the folder can't be renamed, the Rename option in the menu will appear dimmed. After you delete a folder, it's moved to the Deleted Items folder. The folder isn't permanently removed until you empty the Deleted Items folder or delete the folder from the Deleted Items folder.
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