Office Outlook 2010 Import and Export: Move Data with a PST

To move Outlook 2003, 2007, or 2010 data into Outlook 2010, import an Outlook Data File (.pst). To create a copy of your Outlook 2010 mail and other selected items, export them to a PST. The menus differ: import starts at File > Open > Import, while export is under File > Options > Advanced > Export. These steps are for classic Outlook 2010; newer releases use different menus. Microsoft’s Outlook 2010 migration guide shows the version-specific import path.

What a PST file contains

A PST can store selected mail and attachments, contacts, calendar items, tasks, and folder structure. Exporting makes a copy; it does not remove the source items. Use it to move selected data between Outlook profiles or keep a periodic mailbox-data backup.

A PST is not a full profile backup: it omits rules, blocked senders, folder views, permissions, AutoArchive settings, and account credentials or server settings. In Cached Exchange Mode, an export may include only items in the local cache, so confirm the history you need has synchronized. Microsoft’s PST export guidance explains these limits.

To browse a PST without merging it into the current mailbox, choose File > Open > Open Outlook Data File. Outlook displays it as a separate folder tree. Use Import when you want copies placed in a destination mailbox.

Import a PST into Outlook 2010

1. Open the import wizard. In Outlook 2010, choose File > Open > Import.

2. Choose the import action. Select Import from another program or file, then click Next.

3. Select the PST and duplicate behavior. Choose Outlook Data File (.pst), click Next, browse to the file, and choose whether Outlook should replace duplicates, allow them, or skip them. Allowing duplicates can repeat messages or contacts if you import the same backup again.

4. Choose what to import and where. Select the top-level folder in the PST to bring in all available folders, or choose a specific folder. Keep Include subfolders checked for a complete folder tree. Choose the destination mailbox or folder, then click Finish. Leave the selection narrower if you only need a particular folder, such as Contacts or Calendar.

If the PST is password-protected, enter its password when Outlook asks. Wait for the import to finish, then check the destination folders and a few items. For only a handful of messages or contacts, open the PST and drag them into Outlook instead of importing the whole file.

Export Outlook 2010 data to a PST

1. Launch the export wizard. Choose File > Options > Advanced, then click Export. See Microsoft’s Outlook 2010 Advanced options reference.

2. In the Import and Export Wizard, choose Export to a file and click Next. Select Outlook Data File (.pst), then click Next again.

3. Select the folders. Choose the mailbox root and leave Include subfolders checked to include the Inbox, Calendar, Contacts, Tasks, and nested folders. For a partial export, select just the folder you need and set subfolder behavior deliberately.

4. Name and save the file. Browse to a local folder, enter a descriptive filename such as Outlook-backup.pst, and click Finish. Use a new filename for each backup. If you select an existing PST, choose how to handle items already there. A password is optional; if set, enter and verify it when prompted, then store it securely. Outlook asks for it when the file is opened.

Wait for the export to finish before copying the PST. Save it to a local drive rather than an active OneDrive sync folder; Microsoft warns that OneDrive does not sync open PST files reliably. Then copy the finished file to separate storage for another backup.

If the result is missing folders or items

• Contacts, calendar, or subfolders are missing: export from the mailbox root and check Include subfolders. Microsoft’s troubleshooting guide lists unchecked subfolders as a common cause.
• Older email is missing: confirm the account and sync range; Cached Exchange Mode may export only items in its local cache.
• Access is denied: copy the PST from read-only media to a writable local folder and retry.

When moving computers, remember that the PST carries selected items, not account setup; add the email account to the destination profile separately. Microsoft’s transfer guide explains PST and OST files. For current import guidance, see Microsoft’s PST import instructions.